University & Venue Operations Coordinator

University & Venue Operations Coordinator

Company Introduction

WorldStridesis the global leader in educational travel and experiential learning. The company was founded in 1967 to provide middle school travel programs to Washington, D.C. and has grown to provide a wide range of programs for more than half a million students annually to over 100 countries around the world. WorldStrides offers experiential learning programs in educational travel, performing arts, language immersion, career exploration, service-learning, study abroad, and sports. Each of these experiences helps students to see beyond the classroom and to see the world – and themselves – in new ways.

Job Description:

The University & Venue Operations Coordinator manages the administrative and operational lifecycle of WorldStrides university and venue partnerships. This role owns the repeatable workflows that keep contracts, deadlines, documentation, invoices, housing information, space assignments, shipments, and venue records accurate and on schedule. The Coordinator communicates directly with venue partners and internal teams on routine matters, resolves standard operational issues independently, and escalates relationship, financial, contractual, capacity, or risk-related exceptions to the U.S.-based Manager, University Relations & Venue Operations.

Responsibilities

Contract and Documentation Administration

• Maintain the master university and venue tracker, including contract status, renewal dates, deposits, amendments, required documents, and key operational milestones.
• Prepare contract-routing materials, collect supporting documentation, and follow up with internal stakeholders to keep reviews and approvals on schedule.
• Track certificates of insurance, tax forms, vendor documentation, compliance requirements, and other standard records.
• Maintain organized, current venue files in approved shared systems and confirm that final documents are accessible to appropriate stakeholders.
• Identify missing information, inconsistencies, approaching deadlines, and incomplete deliverables; resolve routine gaps and elevate exceptions.

Invoice and Payment Coordination

• Receive, organize, and track venue invoices, deposits, payment schedules, credits, and outstanding balances.
• Compare invoices to contracts, approved services, and payment schedules before submission.
• Submit invoices through established internal processes and follow up with Finance, Accounts Payable, Program Delivery and venue contacts as needed.
• Maintain accurate payment records and recurring status reports.
• Resolve routine invoice questions and elevate material discrepancies, disputed charges, or nonstandard financial terms.

Housing, Space, and Program Readiness

• Prepare, format, distribute, and maintain housing and rooming lists using established standards and deadlines.
• Coordinate staff housing needs and track changes, approvals, and final submissions.
• Maintain classroom, meeting-room, performance-space, common‑area, and other venue assignments.
• Collect room setup requirements and confirm standard layouts, equipment, access, and timing with venue contacts.
• Maintain capacity records, identify potential over‑enrollment or space conflicts, and prepare supporting information for Manager review.
• Track operational readiness and ensure required venue information is communicated to program and site teams.

Shipping and Operational Logistics

• Track delivery instructions, receiving hours, storage requirements, loading access, pickup details, and venue points of contact.
• Confirm routine delivery and pickup arrangements and follow up on delayed, missing, or redirected shipments.
• Maintain operational calendars, milestone schedules, and recurring deadline reminders.
• Coordinate venue preparation meetings and prepare agendas, notes, action-item lists, and follow‑up communications.
• Support routine scheduling, contact updates, operational confirmations, and logistics inquiries from internal teams and venue partners.

Systems, Reporting, and Data Quality

• Maintain accurate information in SharePoint, contract systems, and other approved operational tools.
• Update venue profiles, contact information, capacities, pricing, historical notes, contract details, and operational requirements.
• Create recurring dashboards, status reports, deadline reports, and exception reports for the Manager and program stakeholders.
• Audit records for missing, inconsistent, or outdated information and complete routine corrections.
• Maintain templates, guides, checklists, and standard operating procedures.
• Research prospective venues and compile initial in