Project Coordinator-Educational Travel

The Project Coordinator will support the Educational Travel team in managing the operational lifecycle of custom-designed educational tours. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple projects simultaneously. The ideal candidate will be proactive, collaborative, and passionate about delivering seamless travel experiences.

This is a part-time (up to 30 hours a week), temporary position. Funding is available for 12 months.

Department: Ed Travel Programs

Status: Part-time, temporary, hourly

Location: Washington, DC (Hybrid work schedule of only 2 days in the office)

Supervisor: Senior Director, Educational Travel

Anticipated Start: ASAP

Rate: $29/hour

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What You'll Do...

Contracts & Compliance

• Request and archive Certificates of Insurance (COIs) from tour operators.
• Renew operator contracts (excluding new DMCs); draft updates, manage signatures, and maintain records.
• Prepare and manage basic contracts for experts and tour directors (TDs), especially for repeat tours.

Tours in Development

• Build Centaur (our tour management platform) entries for all upcoming tours, with a focus on late 2025 launches.
• Assist with copywriting tasks including expert bios and hotel descriptions.
• Manage the copy review pipeline: follow up with clients, streamline complex edits, and finalize content.
• Source and organize marketing images for promotional use.
• Add approved trips to the Launch feed system.

Greenlight Tours

• Proofread Greenlight emails and verify room allocations in Centaur.
• Send finalized Greenlight communications to operators.
• Draft initial passenger itineraries for Program Managers to finalize.
• Prepare TD materials including budgets, emergency contacts, and upload documents to ShareFile briefing books.

Solar Eclipse 2026

• Prepare pre-departure documents and coordinate swag items (e.g., eclipse glasses, programs, t-shirts).
• Draft passenger itineraries and schedule pre-departure meetings.
• Proof final tour notes and ensure readiness for fall departures.

To Apply

Please upload your resume and a cover letter to our application form. Applications missing any of these components will not be considered. The successful completion of a background check, including professional/academic references, is required for this position.

Application deadline: We encourage applicants to send their materials as soon as possible and before our best consideration date of November 15, 2025.

To all recruitment agencies, ATA does not accept agency resumes. Please do not forward resumes to our jobs, ATA employees or any other company location. ATA is not responsible for any fees related to unsolicited resumes.

An Equal Opportunity Workplace

We are committed to equal employment opportunity regardless of race, color, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, Veteran status, genetic information, or any other protected characteristic under applicable law.

If you have a special need that requires accommodation, please let us know.

Description of the Organization

Academic Travel Abroad, Inc. is an educational travel and study abroad provider for many universities, cultural, and media organizations, as well as a growing number of commercial brands. We believe in celebrating and learning about people and cultures through travel and education. Riding the post-war wave of interest in travel to Europe, ATA launched operations in 1950 by assisting universities and institutions in the creation of group travel programs for their members. Every ATA program is designed to change perspectives, deepen understanding, and engage communities, showcasing the stories—both told and untold--of the places and people we visit.

We're looking for...

• 2 years of professional experience in travel operations, event coordination, or project management.
• Strong writing and editing skills; experience with travel copy preferred.
• Familiarity with contract management and vendor coordination.
• Proficiency in Centaur or similar CRM/tour management platforms.
• Ability to manage multiple deadlines and communicate across teams.
• Detail-oriented with a commitment to quality and accuracy.