Coordinator

Operations Coordinator

• Type of Position: Full Time
• Start Date: ASAP
• Hours: 40 hours per week, Monday-Friday, 9:00 am- 5:30 pm CT US
• Location:Chicagoland area. Position is Hybrid- The coordinator can work remotely, but will need to complete tasks at our Headquarters, located at 742 N. LaSalle Drive Ste. 300, Chicago, IL 60654 once a week.
• Department: Greenheart Exchange Operations
• Compensation: $50,000

About Greenheart:

In 2025, Greenheart celebrates 40 years of cultural exchange. Greenheart International facilitates cultural exchange programs for students and adults to work or study in the USA or abroad. Our mission of connecting people and planet to create global leaders drives all that we do at Greenheart Exchange (programs in the USA) and Greenheart Travel (programs outside the USA). Our unique set of programs and initiatives foster cultural exchange, environmentalism, volunteerism, and personal development.

Greenheart International is a 501(c)(3) nonprofit committed to creating a more peaceful and sustainable global community.

The Operations Department within Greenheart Exchange administers programs in the US for international participants, including the following BridgeUSA programs designated by the US Department of State: Secondary High School Exchange, Work and Travel, Intern and Trainee (Career Advancement Program) and Teach in the USA.

What we're looking for:

Our ideal candidate should be organized, research-oriented and flexible with changing priorities. They should have excellent project management skills and work ethic; and be able to assimilate information and learn new processes quickly and effectively. In a fast-paced working environment, the ability to oversee multiple projects and deadlines is essential in this role.

Some things you might do as an Operations Coordinator:

• Update participant information and cancellations in Greenheart's database as well as the Student and Exchange Visitor Information System (SEVIS)
• Process insurance enrollments, date changes/extensions, and cancellations; and help ensure all participants have required coverage
• Troubleshoot insurance bill/claims issues
• Provide assistance to stakeholders regarding insurance questions and claims process
• Process invoices and credits as well as assist in answering stakeholders' questions regarding their financial statements
• Assist Associate Director and Operations Director on all finance-related items to ensure timely processing of applications, DS forms, and other items
• Contribute to the development of new workflows and processes by providing feedback on current procedures and participating in creation of alternative workflows.
• Audit data to ensure accuracy across the team.
• Process local coordinator and host payments
• Ensure participant program date, flight and visa information is updated, corresponding with partner or participant contacts as needed to provide clarification
• Assist department leadership with special projects, including but not limited to: updating Greenheart internal and external resources and documents
• Process shipments from our Chicago-based office on a weekly basis
• Assist in everyday functions of the office including organizing supplies, filing, faxing, copying, data entry, mailings, answering phones.
• Provide coverage for the Greenheart Exchange emergency phone, and follow all Greenheart emergency phone procedures as assignedFamiliarity with U.S. Department of State regulations regarding exchange programs strongly preferred.

Some qualifications you should have:

• Bachelor's degree or equivalent experience highly preferred
• Experience managing data and working in a customized database
• At least 1 year of work experience, preferably in a non-profit setting
• Exceptional organization skills and attention to details
• Ability to quickly assimilate information and learn new processes
• Collaborative approach and excellent communication skills
• Strong work ethic and time management skills while handling multiple projects
• Excellent computer skills with competence in the Microsoft Office Suite, especially Microsoft Excel
• Experience managing a high volume of emails and telephone calls
• Experience studying, volunteering, or working outside the U.S., and/or experience working in a multicultural and/or multilingual environment, a plusManage the end-to-end relocation process for High School Program (HSP) participants, including identifying new host families, schools, and Local Coordinators.

Benefits:

• Full-Time position with benefits
• Working remotely
• Work with a purpose and impact

Compensation:

• $50,000

To Apply:

Sounds like the perfect fit? Tell us WHY by clicking "Apply Now." A cover letter is required for your application to be considered.

Due to the number of applications processed, we ask that you do not call Greenheart International regarding this position. All qualified applicants will be contacted.

Greenheart International is an Equal Opportunity Employer that does not discriminate on the basis of race, color, age, ethnicity, religion, national origin, pregnancy, sexual orientation, gender identity, genetic information, sex, marital status, disability, or status as a U.S. veteran.