Coordinator, Programs & Grants

Rotary International

Rotary international

Position description

This position is designated as Fully Flexible Hybrid and expected to work from our World Headquarters office once per month to several times a week. Rotary is under the jurisdiction of Illinois employment laws; we require all employees to live within reasonable daily commuting distance to Evanston.


Organization Overview

Rotary is a membership organization that unites people from all continents and cultures who take action to deliver real, long-term solutions to pressing issues facing our communities and the world. Each year, Rotary members expand their networks, build lasting relationships, and invest more than $300 million and 16 million volunteer hours to improve lives and create positive change in the world. In exchange for hard work and dedication in support of Rotary’s clubs, members and other participants, and their humanitarian service projects, our employees receive competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. To learn more, visit


Rotary’s Commitment to Diversity

As a global network that strives to build a world where people unite and take action to create lasting change, Rotary values diversity and celebrates the contributions of people of all backgrounds, regardless of their age, ethnicity, race, color, abilities, religion, socioeconomic status, culture, sex, sexual orientation, and gender identity.



This position supports the Programs & Grants team, which includes Programs for Young Leaders, Service & Engagement, Rotary Grants, Areas of Focus, Programs of Scale, and Service & Grants Products. You will provide direct support to the Director of Programs & Grants and your contributions will span across the operations of both Rotary International (RI) and The Rotary Foundation (TRF) and our team’s commitments to deliver on Rotary’s Strategic Action Plan.


You Will Have

  • Undergraduate-level education or relevant experience
  • A minimum of two years’ experience providing administrative support to departments or programs
  • Extensive expertise in Microsoft Office, particularly Word, Excel and PowerPoint
  • Ability to develop materials and correspondence based upon broad guidance
  • Webinar coordination experience
  • Basic design skills for simple newsletters and similar projects
  • Strong time management and organizational skills
  • International experience either through work, study, or volunteering
  • Excellent writing and communication skills in English
  • Professional communication skills in a second language is preferred

You Are Good At

  • Accomplishing tasks with a minimum of supervision
  • Setting priorities and working collegially yet independently
  • Written and oral communication
  • Showing attention to detail and accuracy

You Are Open To

  • Building relationships with other areas of Rotary
  • Learning new skills that enhance the work quality of the team

You Will Be Responsible For

Project coordination and management

  • Work with Director of Programs & Grants in coordinating materials and activities relating to Rotary’s work across Programs for Young Leaders, Service & Engagement, Rotary Grants, Areas of Focus, Programs of Scale, and Service & Grants Products, planning group materials and activities related to our unit as they relate to Rotary’s goals;
  • Maintains Programs & Grants goals tracker and relevant reporting;
  • Maintains Board and Trustee item tracker;
  • Coordinate and participate in webinars and conference calls;
  • Coordinate budget, logistics and support preparation events and other travel;
  • Manage trip preparation including staff, volunteer, and partner travel arrangements and materials preparation;
  • Monitor department budget expenditures and coordinate budget planning materials
  • Supports Programs & Grants in the production of materials and special requests for internal and external audiences, Trustee, and Committee meetings and as required;
  • Work with Communications on support materials, including web updates, brochures, videos, or other assets;
  • Coordinates activities related to the work of Programs & Grants inclusive of International Assembly, Convention, and other special meetings; and
  • Assist with other special projects as assigned.

Administrative and support

  • Screen and respond to Director’s phone and email as requested;
  • Maintains schedule of activities;
  • Coordinates monthly Programs & Grants managers meeting and quarterly Programs & Grants all staff meeting
  • Maintain accurate files, lists, mailing labels and reports;
  • Process and track purchase orders, office supply orders, print orders and translation requests;
  • Respond to general requests for information as received from the Executive and Volunteer leadership, including Committees;
  • Records notes for Committee meetings, stakeholder group meetings, Steering Committee meetings;
  • Serve as a base of information and coordination of activities for Programs & Grants;
  • Run reports from Business Intelligence, NetForum, and Smart Simple, and others; and
  • Perform other duties as assigned.

Leadership Attributes

  • Communication: Be open to receiving ideas from diverse viewpoints and able to communicate messages so that they are universally understood.
  • Collaboration: Builds partnerships and works jointly with others to meet shared objectives.
  • Productivity: Able to generate results that moves Rotary toward achieving its goals.
  • Accountability: Have a clear sense of ownership and take personal responsibility for actions.
  • Adaptability: Respond to changes willingly and recognize when to adjust based on the situation.

Why work for Rotary?

  • Generous medical, dental, and vision benefits package
  • Progressive 401k matching contributions
  • Above market and generous paid time off package
  • Tuition reimbursement
  • Professional development opportunities
  • On-site cafeteria and coffee bar with special pricing for Rotary employees
  • Flextime-several different work schedules to choose from
  • Close to CTA, Metra, a variety of stores, and many food options

Please note:

  • Rotary does not provide VISA sponsorship or relocation assistance

Application instructions

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