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Programs Coordinator

3 months ago

Philadelphia, United States World Affairs Council of Philadelphia Full time

**Position: Programs Coordinator**

**Location: Philadelphia, PA**
**Full-Time Employee | Hybrid work environment**

**Salary Range: $45,000-$48,000**

**POSITION OVERVIEW**

The Programs Coordinator is responsible for administrative tasks, customer service, and research and planning for the World Affairs Council of Philadelphia & Partners Travel program. This position works with the Director of Travel to facilitate 40+ educational tours each year. This position coordinates and assists on the day-to-day operations for the Travel program, including coordinating with travel partners and tour operators, travel insurance providers, and other vendors. This role works with the Director of Travel to ensure that the program operates efficiently, that it provides exceptional customer service to every traveler, and that the tours have curated World Affairs educational travel content that sets the Travel program apart from similar tour programs and experiences.

**PRIMARY DUTIES & RESPONSIBILITIES**

**Travel Program Administration, Customer Service, and Tour Research and Planning**
- Maintains Customer Relationship Management (CRM) and tour reservation tracking in Salesforce and Blackthorn. Transmits reservation information to travel partners.
- Sends pertinent travel details to confirmed travelers.
- Maintains the travel webpages on the World Affairs’ website, including adding new tours, updating pricing and brochures, and adjusting other details as needed.
- Prepares mailers and sends other materials, such as books or supplemental educational materials to travelers ahead of departure.
- Assists in proofing marketing materials, including brochures, eblasts, and webpage development.
- Assists Director of Travel in planning custom tours, including soliciting competitive bids, planning itineraries with Tour partner hosts and leadership, and working closely with tour operators.

**Partnership Outreach and Tour Promotion**
- Assists with partner outreach and relationship management, including regular brochure mailings to partners.
- Collaborates with Director of Travel, internally with other staff, and externally with partners or exchange visitors to develop connections and curated content for added value visits to embassies, diplomatic institutions, and educational organizations for tours, as well as unique cultural experiences.
- Assists the Communications staff with planning content for weekly eblasts and other tour promotion activities.
- Maintains annual calendar of mailings, promotions, deadlines, etc.

**QUALIFICATIONS**

**Education and Experience**
- 1-2 years experience in office administrative duties, research, and program coordination
- Bachelor’s Degree or experience in related field strongly preferred
- Experience with Customer Relationship Management (CRM) software (Salesforce strongly preferred)
- Proficient with Microsoft Office 365
- Experience with domestic and international travel programming and tourism preferred

**Skills & Attributes**
- Excellent oral communication, professional writing, design, and proofreading skills
- High-quality customer service and patience
- Capable of working independently and as a part of a small and highly collaborative team
- Ability to manage multiple projects simultaneously
- Excellent time management skills
- Diligent attention to detail and strong organizational habits
- Innovative problem-solving skills and superior dedication to quality control
- Passion for educational travel and international affairs programming
- Strong interest in world affairs and open to civil discourse on international issues from multiple perspectives
- Availability for weekend and/or evening work, as well as availability for limited travel as required
- Must be able to lift up to 50lbs

**COMPENSATION & BENEFITS**
- The salary range for this position is $45,000-$48,000 commensurate with experience.
- The World Affairs Council offers a competitive benefits package that includes:

- Health Insurance
- 403b Retirement Plan
- Generous paid time off
- High-flex hybrid work environment including a Center City office and remote work capabilities
- Supportive work and family benefits
- Professional development opportunities
- Occasional fully paid domestic and international travel
- Participation in and access to world class speakers including authors, heads of state, elected officials, activists and leaders is a key opportunity for all staff.
- Engagement with international professional visitors.
- This position is classified as non-exempt according to the Fair Labor Standards Act.

**ADDITIONAL INFORMATION**
- The World Affairs Council of Philadelphia is committed to the principles of Equal Employment Opportunity. Accordingly, World Affairs will provide equal opportunity to all persons without regard to race, color, ethnicity, sex, sexual orientation, age, gender identity, religion, national origin, ancestry, disability, marital status, familial status, genetic information, domestic / sexua