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Project Coordinator

Council on International Educational Exchange • Full-time • Remote (United States) • max $45k / year • 3w ago

Position: Project Coordinator

Reports to: Associate Manager, Sales Operations

Department: Global Navigator High School Study Abroad

Location: Remote

Who we are:

CIEE is a nonprofit study abroad and intercultural exchange organization that transforms lives and builds bridges between individuals and nations through study abroad and international exchange experiences that help people develop skills for living in a globally interdependent, multi-cultural world.

Why work with us:

You will change the world. CIEE builds bridges between people, countries, and cultures. We help young people participate in high-quality international exchange and study abroad programs that bring the world together. We change lives; our alumni change the world. Be part of the change!
You will receive a competitive total rewards package. CIEE provides all employees with exceptional benefits offerings that increase total compensation by up to 25%. Our top-tier benefits include:
Paid time off and Parental leave
Gym Reimbursement Program
Employee Assistance Program
Short-term & Long-term Disability
6 floating Fridays (based on our eligibility rules)
CIEE Study Abroad and TEFL Program discounts
403(b) Retirement Plan with employer contribution
Insurance Coverage (life, travel, medical, dental, and vision)
Flexible Spending Accounts/Health Savings Accounts (medical and dependent)
Voluntary Benefits (identity theft protection, pet insurance, accident, and critical illness)
You will be part of a fast-paced, international, and collaborative team of professionals. CIEE operates the largest nonprofit network of study-abroad locations, with facilities and staff in 30 countries. Additionally, we help international participants from over 140 countries come to the USA each year. Committed to excellence and solving whatever problem the world throws at them, CIEE professionals work on international teams and are dedicated to advancing our almost 80-year-old mission to make the world a more peaceful place.

Who you are:

You work on administrative, technical, and operational projects that are essential to the department's success and to our customers’ experience. You can manage multiple priorities, deliver projects on time, and clearly communicate updates across the team. You have a critical eye toward detail and triple-check your work before considering a task complete.

You are a self-starter who takes ownership of your responsibilities, can work independently with minimal guidance, and uses available resources to solve problems before escalating. You are comfortable receiving a high-level goal or direction, determining the necessary steps, and moving projects forward independently while asking thoughtful questions when needed. You are comfortable navigating ambiguity, identifying gaps, and taking initiative to create solutions, whether that means developing a new SOP, improving a workflow, troubleshooting a system issue, or organizing information when a structure does not already exist.

You are highly comfortable with technology and enjoy learning how systems work behind the scenes. You are not only able to follow instructions within a system but also to test solutions, identify errors, analyze information, and recommend improvements. You enjoy working with data, building reports, organizing information, and finding ways to make processes more efficient through technology.

You are a strong technical communicator who can translate complex processes into clear SOPs, training materials, and documentation that others can easily follow. You enjoy learning new systems and software thoroughly and can confidently train others through remote training sessions and written guides.

You are proactive in planning your day, prioritizing your workload, and adjusting quickly as needs change. You thrive in a fast-paced environment with limited downtime, stay organized when managing competing deadlines, and are willing to shift priorities to support the team.

What you’ll do:

Build, maintain, and improve program applications in our application management system, including tracking system updates, testing changes, troubleshooting errors, and resolving issues throughout the year.
Create, maintain, and improve tracking systems and operational workflows for various projects, including student enrollment processes, language testing, Pre-Departure requirements, and other operational initiatives that support students throughout their program journey.
Analyze existing processes, identify opportunities for improvement, and create scalable solutions through technology, documentation, and workflow enhancements.
Create, distribute, and train the team on specific projects and processes, including developing clear SOPs, training materials, and process documentation under the direction of the Associate Manager and Director of Sales Operations.
Manage the process and maintain systems for enrolling students in travel insurance, including data tracking, audits, and troubleshooting enrollment issues.
Provide support to the Sales team with application, billing, and technical support inquiries.
Create content for and maintain the enrollment process for student Pre-Departure online courses in Canvas, including updates, testing, and system improvements.
Assist with awarding the Global Navigator Scholarship using our application system and support accurate communication of award decisions to students and families.
Learn, maintain, and troubleshoot department technology platforms, identifying opportunities to improve efficiency and user experience.
Participate in an in-person training each year and consistently work to develop your skills.
Flexibility to work some evening and weekend hours to meet deadlines.
When available, international travel up to once per year to chaperone student group flights.
Responsible for providing emergency support during 1-2 travel weekends per year.
Other duties as assigned.

What you’ll bring:

The ideal candidate will possess:

Bachelor’s degree or international equivalent.
A minimum of two years of administrative, operational, project coordination, systems support, or related experience is required.
Advanced Microsoft Excel skills required, including experience working with formulas, large data sets, data organization, filtering, and reporting tools; experience with macros, automation tools, or advanced reporting is preferred.
Strong technical aptitude with the ability to quickly learn, navigate, and troubleshoot multiple software platforms and systems.
Experience working with CRM, database, application management, learning management, or project management systems (Salesforce, Canvas, or similar systems preferred).
Ability to analyze processes, identify inefficiencies, and recommend improvements that increase accuracy, organization, and efficiency.
Excellent written and verbal communication skills required, with demonstrated ability to create clear SOPs, training materials, process documentation, and user guides.
Strong organizational skills and attention to detail, with the ability to manage multiple projects, competing deadlines, and changing priorities.
Ability to take broad direction, break projects into actionable steps, and deliver results independently with minimal guidance.
Strong problem-solving and critical thinking skills, including the ability to research solutions and use available resources before escalating.
Ability to communicate information across cultures with international staff via email, phone, and Microsoft Teams regularly.

CIEE believes that professionals with varied backgrounds bring unique approaches and ideas to solving problems and advancing our mission to bring the world together. Qualified candidates from underrepresented groups are strongly encouraged to apply.

Due to federal regulations and CIEE policies, a background check, reference check, and education and employment verification will be conducted as conditions of employment.