US Travel Senior Operations Coordinator

About AFS-USA:

AFS-USA works towards a more just and peaceful world by providing international and intercultural learning experiences to individuals, families, schools, and communities through a global volunteer partnership.

AFS-USA is particularly proud of its staff of over 170 people. AFS-USA is equally proud of its network of more than 5000 volunteers located in communities throughout the United States. Our staff and volunteers work in partnership to deliver quality intercultural exchange programs to adolescents and adults, both those interested in coming to the U.S. as well as those interested in experiencing life abroad .

Overview

The Travel and Logistics Coordination (TLC) Department is a vital part of the program operations at AFS USA. TLC is responsible for the overall coordination and management of travel and logistics planning and implementation as it pertains to the Hosting and Sending Programs of AFS-USA. The Senior US Sending Travel Operations Coordinator's role is to ensure the day-to-day operations of the department as they relate to sending operation and program management of more than 150+ outbound programs.

Responsibilities: (Key functions)

1. Travel Coordination Management
1.1 Ensure international flights are booked in accordance to AFS partner dates and the sending matrix.

1.2 Work with Director of Travel Operations to ensure international ticket pricing is within budget.

1.3 Manage final names process for 150+ programs , including review of placements, establishing ticketing deadlines and final placement status prior to international ticketing.

1.4 For those programs with domestic travel covered by grants, work with key departments and AFS Travel to ensure accuracy of participants' domestic travel.

1.5 Manage international and domestic travel for non-core programs, including the Sponsored Programs and New Programs Department

1.6 Manage flight bookings for 50+ International Flight Chaperons and Program Leaders.

1.7 Manage late departures in coordination with Visa and Program staff.

2. Operations Coordination and Communications

2.1 Maintain database for Travel Notifications and Sending Travel Module

2.2 Serve as sending travel representative for AFS USA to International partners and outside organizations. Notify partners and stakeholders of confirmed international travel for all Sending based programs.

2.3 Oversee sending international travel information making it accessible to AFS USA Staff and Volunteers via AFS-USA In-Box, Global Link, Duty Officer Database, and AFS Wiki.

3. Accounting Management
3.1 Process invoices from AFS Travel and STA Travel ensure correct coding for TLC-related bills.

3.2 Manage NY seasonal staff cash advances, expenses reports and reconciliations.

3.3 Process all other miscellaneous invoices from vendors, volunteers, et. al.

3.4 Provide accounting reports as needed.

3.5 Work closely with Finance Department to reconcile billing problems, partner billing and travel

4. Early Return and Program Release Coordination

4.1 In conjunction with Support andTLC staff, process over 100 early returns, program extensions and program release requests each year, including coordination of staff in IAD/LAX/MIA/NYC/SFO for meet/greet assistance.

4.2 Manage travel data in Global Link for early returns ,transfer flight details to AFS partners.

4.3 Airport Duty as necessary.

5. Staff and Volunteer Training and Support

5.1 In conjunction with TLC staff interview, hire and train seasonal staff.

5.2 Daily training and supervision of seasonal positions: 2 Travel and Logistics Assistants and Airport Coordinators.

5.3 Provide 24 hour support to Duty Officers, Staff/Volunteers, and Participants by being on-call 24 hours per day on the 100+ days of planned travel

5.4 Assist and train Sending Staff , Support Coordinators and Regional Travel and Logistics Staff in sending travel process/procedures and general travel information.

5.5 Provide a high level of customer service to participants and natural families.

5.6 Train, support, and develop materials for 50+ Sending Flight Chaperons and Program Leaders.

5.7 Serve as Travel Department respresentative at local Pre-Departure Orientations as needed.

6. IT Development
6.1 Manage sending travel data for Global Link'sTravel Module. Work with AFS USA and AFS International IT Staff to ensure travel system meet the needs of the department, AFS Staff, Participants, Volunteers and Partners.

6.2. Work with TLC staff and IT to design reports and tools for participants and staff to access domestic travel.

7. Additional duties and responsibilities
7.1 Assume special projects as assigned by supervisor.

7.2 Duty Officer coverage during periods of student travel.

7.3 As needed, travel to hosting/sending gateways during peak travel season for travel and logistics coordination and training.
 
Knowledge and Skills:
Excellent Excel and Word skills.

Ability to manage multiple tasks and work well under pressure.

Excellent customer service skills

Detail-orientated and highly organized.

Strong problem-solving skills.

Qualifications:
BA/BS degree.

2-3 years experience in related field.

Willingness to travel and to work overtime and weekends during peak travel season.

Conference/event planning experience helpful.

International travel experience

Training and supervisory experience

Driver's license required.

Salary and Benefits:
AFS-USA is committed to attracting and retaining top quality staff. One way we support this goal is to offer a benefits package that is competitive.

AFS-USA's wide array of benefits (including but not limited to health and dental coverage, retirement plan, short-term and long-term disability, fully funded life insurance, generous time-off, and commutation reimbursement) not only enhance your financial security and well-being, but also add significantly to your total compensation.

Salary will be negotiated at the time of hire.

Work Conditions
The US Travel Operations Coordinator works in the New York office. Office hours are 9:00-5:00, expect during peak travel months when overtime is required.

Other:
It is the policy of AFS-USA to provide equal employment opportunity in all employment practices without regard to race, color, religion, gender, age national origin, marital status, sexual orientation, disability, or any other unlawful basis. Our goal is to foster a diverse workforce which reflects a broad spectrum of society and maintain an organization free from unlawful discrimination towards any employee or applicant for employment. Full commitment to this policy is required to produce a work environment in which we can take pride