Camp Leaders Program Operations Associate

Smaller Earth is a cultural exchange business offering meaningful work and volunteer travel opportunities to and from locations across the globe. We are a successful and ambitious company committed to our core purpose of ‘inspiring people to go further’.

Cultural Homestay International (CHI) is a non-profit educational organization promoting international understanding and goodwill through people-to-people exchanges. CHI aspires to share the benefits of cultural interchange with the many nations of the earth in the deeply held conviction that such exchanges ultimately contribute to a more prosperous and peaceful world.

In partnership, Smaller Earth and CHI administer the successful Camp Leaders program. This program provides international participants with the opportunity to participate in an amazing cultural exchange program by spending the summer at an American camp. We send over 6,000 participants from around the globe to over 500 camps in the USA. 

We are looking for an experienced and mature professional who thrives in supporting other people in their desire to travel and experience different cultures. Our ideal candidate will have either previous J-1 visa sponsor experience or prior experience at a summer camp in an administrative role, though substantive experience in travel support roles also considered. Previous experience with ‘help line’ or ‘hot line’ customer service phone lines also desirable.

Responsibilities Include

• Maintaining accurate data records on US-based summer camps and employers.
• Vetting U.S. based summer camps and employers, as well as educating them of program guidelines and regulations.
• Validating placements of international participants at US-based camps and employers.
• Working with the SEVIS (Student Exchange Visitor Information System) database to ensure the program is administered in compliance with J-1 visa regulations, as published by the US Department of State.
• Assisting with J-1 visa processing and data tracking. Implementing and ensuring compliance with U.S. Department of State J-1 visa program policies and guidelines.
• Providing up to four non-consecutive weeks of after-hours participant helpline phone support during the summer season, May 1 to September 30.
• Representing CHI and Smaller Earth at industry conferences, meetings and conference calls.
• Fully embracing and actively promoting the purpose, values, and vision of the business and ensuring that these are reflected through the presentation of our products and services.
• Assisting with other CHI and Smaller Earth programming where needed.
• Other duties as assigned.

Skills, Experience, and Qualities

• Excellent organizational skills with strong attention to detail.
• Able to demonstrate a consistent high standard of customer service; excellent telephone etiquette.
• Ability to problem solve calmly and escalate where appropriate.
• Strong computer skills including familiarity with Apple systems; proficiency in database management; Microsoft office and google drive.
• High proficiency working with large data sets in Microsoft Excel, including the use of filtering, sorting and other tools to identify anomalies and errors.
• Ability to perform repetitive tasks quickly with a high degree of accuracy.
• Proof of strong writing skills; ability to craft well-communicated and thorough emails.
• Prior administrative and customer service experience required.
• Ability to manage a number of projects or initiatives simultaneously; respond well under pressure and maintain strong attention to detail.
• Team-oriented and adaptable to work with a wide variety of clients and co-workers on a global scale.
• High level of initiative, enthusiasm, creativity, and follow-through.
• Cultural sensitivity and awareness.