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Hosting Operations Coordinator

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Published 26 days ago

Join our community of intercultural advisors – a dynamic team dedicated to empowering people to become globally engaged citizens and delivering meaningful intercultural experiences that provide the knowledge and skills needed to help create a more just and peaceful world. Our workplace is in the heart of the Financial District with breathtaking views of the Brooklyn Bridge and Pier at the Hudson River.

The Hosting Operations Department is comprised of the Senior Director, Senior Manager of Hosting Operations, one Hosting Operations Coordinator and Seasonal employees during peak seasons.

The Hosting Operations Coordinator conducts timely and accurate reviews of student and host family applications, ensuring completion and adherence to AFS-USA’s acceptance criteria, AFS International Standards, US Department of State Exchange Visitor regulations and CSIET Standards. In cases where additional information or changes to the applications are required, the Coordinator communicates with AFS international partners and AFS-USA staff to coordinate revisions, all the while maintaining accurate records and maintaining the organizational database. The Coordinator similarly reviews all host family applications on a rolling basis for student moves to other host families while on program to achieve the same level of adherence.

In addition, the Coordinator supports training for other staff. The Coordinator also contributes to overall departmental goals, including supporting various hosting-related IT projects to refine hosting processes and improve customer service, hosting-related marketing projects and also collaborates with other departments on overall AFS goals and development. Evening, weekend and seasonally variable work hours should be expected. Some travel will be required to conferences, meetings or training events. Opportunities for scheduling time off during peak season (July – September) are limited.

The primary responsibilities of the Hosting Operations Coordinator is to:

  • Prepare spreadsheet tracker for responsible territories for each deadline.
  • Review inbound student applications using process checklists and verify student information in necessary databases.
  • Determine eligibility of hosted participants for AFS programs in accordance with established program criteria, writing biographical summaries for use in placement process.
  • Communicate with AFS Partner countries regarding missing or unclear information, and update student acceptance status, communicating final acceptance status to AFS international partners.
  • Review host family applications for completeness and compliance with relevant standards, regulations and acceptance criteria, determining eligibility of applicants.
  • Defines, with the approval of SDHPO, the department's information management structures, including storage areas for departmental documents, so that all information is easily accessible.
  • Contribute to risk management efforts by ensuring accuracy and integrity of data in compliance with U.S. Department of State regulations governing J-1 visa sponsors and AFS-USA Student Safety Policy.
  • Create reports and analysis relevant to hosting operations in order to track progress on organizational goals, identify trends, improve customer satisfaction and/or improve processes.

The Hosting Operations Coordinator will work out of the AFS-USA office in New York, NY. The Hosting Department is open Monday through Friday from 9:00 a.m. to 8:00 p.m. A typical 8-hour work day falls within these hours, although a Hosting Operations Coordinator must be flexible to work outside these hours, including evening and weekend work. There will be times when hours will have to be altered with seasonal fluctuations in workload, goals, and deadlines. Depending on workload, number of hours in each day may vary. All hour alterations should be approved at least one week prior to actual date of change.

We are currently looking for someone with:

  • Bachelor’s degree in a relevant field of study (international affairs, intercultural studies, education, management or related area) or 5+ years of relevant work experience, preferably in the education or non-profit sectors.
  • Experience working within database systems, user level skills.
  • Excellent intercultural and interpersonal communication skills.
  • Training skills and experience.
  • Excellent computer skills, including word processing, spreadsheets, email, and internet-based applications. (Microsoft Word, Microsoft Excel, Microsoft Outlook, Google Docs)
  • Ability to manage multiple priorities under multiple deadlines.
  • Ability to work with individuals of diverse backgrounds.
  • Commitment to the mission and principles of AFS Intercultural Programs.


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.

Join our community of intercultural advisors – a dynamic team dedicated to empowering people to become globally engaged citizens and delivering meaningful intercultural experiences that provide the knowledge and skills needed to…

Details at a Glance

  • Time Commitment
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    Full Time Schedule
  • Education
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    4-Year Degree Required
  • Experience Level
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See below
$23.07 / hourly


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120 Wall St, New York, NY 10005, USA

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