Inbound Sponsored Programs Travel Assistant (Seasonal)
ABOUT AFS-USA:
AFS-USA is part of a worldwide network of AFS partner organizations that work together to advance global education and foster meaningful connections across cultures. As the network’s largest partner, AFS-USA works to increase the global competency of U.S. citizens by providing a variety of international and intercultural learning experiences to individuals, families, schools, and communities. We are proud of our Staff from our national office in New York City as well as home offices across the county, who collaborate with our more than 4,000 AFS-USA Volunteers to deliver high quality programs and global education resources. These include immersion-based study abroad experiences in over 40 countries worldwide; opportunities to host foreign AFS exchange students; and global learning workshops and curricula for educator, schools and businesses.
SUMMARY/OBJECTIVE:
Early June through mid-to-late September
AFS-USA manages a number of programs of the U.S. Department of State, Bureau of Educational and Cultural Affairs (ECA), which provide scholarships for adolescents to participate in international exchange programs. Two of these programs for international students hosted in the U.S. are called the Kennedy-Lugar Youth Exchange and Study (YES) program (www.yesprograms.org) and the Future Leaders Exchange and Study (FLEX) program (www.discoverflex.org). The Sponsored Programs department at AFS focuses on maintaining relationships with the funder and incorporating the sponsored programs into overall AFS programming. The Inbound Sponsored Programs Travel Assistant will work closely with the Sponsored Programs YES and FLEX teams.
Core responsibilities of the role include coordination of and data maintenance for domestic and international student travel as well as logistical aspects for YES student travel from their home countries to their host communities. The Inbound Sponsored Programs Travel Assistant will coordinate with AFS-USA team members, volunteers, host families and students to complete their tasks, and will report directly to the Manager of Inbound Sponsored Programs.
ESSENTIAL FUNCTIONS:
The Inbound Sponsored Programs Travel Assistant’s primary responsibilities include:
· Coordinate with a travel agency to book domestic and international travel for students hosted in the U.S.
· Maintain and disseminate accurate student, volunteer and staff travel information
· Enter data into the AFS database and generate reports
· Provide airport support, which includes greeting students and helping them navigate the airport
· Coordinate all travel-related tasks for travel events
· Deliver on-site travel orientation for students, as needed
· Troubleshoot student travel related issues together with AFS Travel staff
· Coordinate with logistics staff to maintain accurate information and provide assistance regarding student name lists, rooming lists, group lists
· Prepare and disseminate travel-related materials
- Arrange ground transportation for students
OTHER DUTIES:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
EDUCATION AND EXPERIENCE:
· Experience or a high level of comfort in an intercultural setting
· Travel experience preferred
CRITICAL SKILLS:
· Ability to work collaboratively in a team environment
· Proven ability to multitask and prioritize ongoing responsibilities
· Excellent organizational and time-management skills
· Keen attention to detail in all forms, especially written
· Ability to maintain calm under pressure
· Ability to work independently with multiple deadlines in a fast-paced, fluid environment
· Requires travel up to 20% time and work on nights and weekends
· Excellent computer skills, knowledge of Word and Excel
· Ability to travel to events in NYC, Washington, D.C. and possibly other locations in the U.S.
· Available from early June through mid-to-late Sept
WORK CONDITIONS:
- The Inbound Sponsored Programs Travel Assistant works remotely from the NYC area or in the AFS-USA’s NY office (preferred). Office hours are 9:00am–5:00pm, with the ability to work extra hours on evenings and weekends during peak periods and critical events.
- Requires travel up to 20% time and work on some nights and weekends.
NON-DISCRIMINATION:
AFS-USA is committed to a work environment in which all individuals are treated with respect and dignity. AFS-USA prohibits all forms of unlawful discrimination, harassment and retaliation, including behavior which targets an individual or group based on perceived or actual characteristics, such as but not limited to: race, color, religion, creed, sex (including pregnancy, childbirth and related medical conditions), national origin, age, disability, military service, veteran status, marital status, partnership status, sexual orientation, familial status, gender identity, gender expression, transgender status, genetic predisposition or carrier status, alienage, citizenship status, caregiver status, status as a victim of domestic violence, sex offense or stalking, unemployment status, status as a certified medical marijuana patient or any other legally protected classification.