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Check out our current openings to find a position that aligns with your skills and interests.
Careers
Programs Coordinator
Location: Philadelphia, PA
Full-Time Employee | Hybrid work environment
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
- Provides consultative sales service to current and prospective travelers by fielding incoming emails and provides high quality customer service on our tour portfolio. Follows up with inquiries in a timely manner.
- 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 of 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 of 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
- Proof of COVID-19 Vaccination required by date of hire. Individuals may apply to be considered for an exemption.
- 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 / sexual violence victim status, pregnancy, veteran status, use of guide or support animal because of blindness, deafness, or physical handicap, and/or any other status protected by applicable federal, state, or local laws. This policy applies to all areas of employment, layoff, compensation, benefits, and all other conditions, terms, and privileges of employment in accordance with federal, state, and local laws. World Affairs strives to employ and promote the best-qualified person for each job and, in doing so, will comply with all legal requirements.
TO APPLY
Please submit your resume and cover letter to careers@wacphila.org. Please include the name of the position in the subject line. Incomplete applications will not be considered. We are unable to accept phone inquiries related to employment opportunities.
iNTERNSHIPS
Professional Exchanges Intern
Hours: Part-time (8 – 10 hours during school year; 15 – 20 hours during summer). Hours are negotiable depending on individual circumstances.
Stipend/Class Credit: We are willing to work with your educational institution to provide academic credit, if requested. $200 transportation stipend per semester.
Dates: Minimum 10 weeks during Summer, Fall, or Spring semesters.
Location: Hybrid
DESCRIPTION
The World Affairs Council of Philadelphia implements short-term programs to build the capacity of current and emerging leaders in a specific subject area in partnership with the U.S. Department of State and other entities. The International Visitor Leadership Program (IVLP) is the U.S. Department of State’s premier professional exchange program connecting current and emerging foreign leaders in a variety of fields with their U.S. peers.
Professional Exchange interns work closely with their supervisor to support meetings and events across the Philadelphia region. Interns have a first-hand look at cross cultural dialogue in multiple sectors, meet current and emerging leaders from around the globe, and connect with key leaders in the Philadelphia region. Specific activities may include:
- Supporting itinerary development and logistical planning for guests from the US Department of State’s International Visitors Leadership Program.
- Conducting research to identify programming resources.
- Drafting program email correspondence as directed by supervisor.
- Preparing information to acquaint international guests with Philadelphia.
- Updating program databases and informational documents.
- Supporting preparations for networking receptions and additional special events.
- Escorting international delegations to meetings.
QUALIFICATIONS & SKILLS
Successful applicants are detail-oriented, reliable, and professional. Strong interpersonal skills and an interest in international relations are a plus. Students who can commit to 2 full semesters will be given special consideration.
- Excellent written and verbal communication skills, time management, and strong research skills.
- Interest in serving as a citizen diplomat and cultural ambassador of the Philadelphia region.
- A high level of professional etiquette and respect for different cultures and customs.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Basic knowledge of Salesforce and Canva is preferred
APPLICATION INSTRUCTIONS
Please send your cover letter and resume to careers@wacphila.org with the subject line “Professional Exchanges Internship Application.” In your cover letter please include details on your interest in the position, what you hope to gain out of the experience, and the dates you are seeking to intern.