Senior Hosting Operations Coordinator
AFS-USA - New York, NY

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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 approximately 170 people nationwide, located in three Regional Service Centers in Maryland, Minnesota and Oregon and the National Service Center in New York City. 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 U.S. citizens interested in experiencing life abroad.

Overview:

The Senior Hosting Operations Coordinator is responsible for the overall screening and management of hosted student and host family applications and related Partner communications. These responsibilities include but are not limited to: screening of hosted student and host family applications to ensure adherence to AFS USA's acceptance criteria, AFS International standards, and Department of State and CSIET regulations; communication with AFS Partner Countries regarding missing or questionable content in student applications and status of student acceptance and placements; liaising with Team Development Specialists to confirm placements and secure required consents and paperwork for placements; provide Partners with placement details for their students; maintaining accurate data entry and updates in the Global Link database; supervision of seasonal staff as needed; and other Hosting Program administration tasks as required. In addition, the Senior Hosting Operations Coordinator will be responsible for liaising with the IT Department to develop database enhancements, troubleshoot bugs, create and test reports, and be the point person for all hosting related IT needs and process improvements. The Senior Hosting Operations Coordinator will also be responsible for assisting the Hosting Operations Manager in delivering departmental training, coordinating national mailings, compiling information for required reports, generating and storing statistical data, additional supervisory tasks as needed, and other special project assignments as needed within the department.

Responsibilities:

Application Management
1. Student Application
a. Process student applications utilizing process checklists and verify student information in necessary databases.

b. Determine eligibility of hosted participants for AFS programs in accordance with established program criteria.

c. Communicate with AFS Partner Countries on missing or unclear information, and update on student acceptance status.

d. Create brief bios describing key interests and attributes of applicants.

e. Ensure accuracy of data entry and updates in the Global Link database.

f. Communicate with AFS Partner Countries regarding potential placements requiring special approval, in collaboration with Team Development Specialists, and secure required consent forms.

g. Coordinate gateway changes in collaboration with Team Development Specialists, Travel Staff, and AFS Partner Countries when necessary.

h. Process any withdrawals, NOB/SOB and late arrivals as needed.

i. Maintain accuracy of data entry related to arrival dates in conjunction with Travel Staff.

2. Host Family Application
a. Review submitted host family applications and determines eligibility based on AFS standards and Department of State and CSIET regulations.

b. Follow up on questionable content with families, Compliance Staff, Team Development Specialists, and Support Staff when necessary.

c. Follow up with families on missing and/or incomplete information.

d. Enter and process host family paperwork using the Global Link database.

e. Follow up on missing host family references.

f. Process interview forms and host family reference forms using required databases.

g. Upload received forms to the Global Link database as needed.

h. Update host family acceptance status accordingly in a timely fashion with the help of existing reports.

i. Transfer host family applications to AFS Partner Countries in timely manner once screening and acceptance have been confirmed (in collaboration with Compliance Department).

Database Management and IT Collaboration
1. Communicate departmental technological needs to IT staff, and brainstorm probable solutions.

2. Collaborate with the IT Department to research the viability of suggested changes to current processes and to enhance current systems to support process improvements.

3. Monitor the accuracy of database functionality and follow up with IT staff if issues arise.

4. Propose enhancements to current databases and systems to improve the efficiency of processes as they relate to hosting and to ensure compliance with CSIET and DoS regulations.

5. Act as a gatekeeper for database bugs and monitor the submission of CSR's into the CSR Database.

6. Provide consistent updates on the status of database bugs, enhancement requests, reports, and system development projects to staff.

7. Work with IT to create reports as needed, make enhancements to existing reports as needed, and ensure reports are generating accurate information.

8. Attend weekly meetings with IT staff to discuss hosting related technological needs and bugs.

Administration
1. Ensure that AFS-USA, AFS International, federal, state, and local guidelines are being followed, especially the US Department of State regulations and CSIET standards.

2. Generate and maintain collection of daily national hosting statistics in order to track distribution and placement progress throughout the hosting cycle.

3. Compile data and prepare reports for submission to CSIET and the DoS as requested.

4. Assist the Hosting Operations Manager with other administrative duties as needed.

5. Serve as member of the Hosting Operations Team, attending staff meetings, trainings and performing other duties as required.

6. Provide timely and accurate responses or information to host families, AFS Partner Countries, and Staff in other departments on Hosting procedures while adhering to contact standards.

7. Other responsibilities as assigned.

Supervisory Responsibilities
1. Advertise open seasonal positions in accordance with established procedures by the Human Resources Department.

2. Interview and hire for vacant seasonal positions.

3. Provide training, support, feedback and supervision to seasonal employees.

4. Monitor workload and delegate tasks accordingly in order to ensure tasks are being performed in a timely fashion and in adherence to AFS standards.

Qualifications:
Bachelor's degree required, or 5+ years relevant experience
• Administrative experience, including proven ability to write and edit communications
• Competence in using Microsoft Office software suite, specifically Word and Excel
• Demonstrated capability of analyzing, debugging, tracking, fixing and preventing network security and performance issues
• Ability to work as a liaison between a technical team and users with varied levels of technical experience
• Track record of working collaboratively to achieve results
• Ability to manage multiple priorities
• Excellent organizational skills
• Excellent customer service skills
• Ability to work with persons of diverse backgrounds
• Commitment to the mission and principles of AFS Intercultural Programs
Salary and Benefits:
Salary will be negotiated at the time of hire. Benefits information will be provided by the Human Resources Department, and include medical, dental, and TIAA/CREF.

Work Conditions:
The Senior Hosting Operations Coordinator will work in the New York office. The Hosting Operations department office hours will be Monday-Saturday from 9:00AM-8:00PM. Staff will work 5 days per week and hours will vary depending of the region of the US served. Additional evening, weekend, and flexible work hours should be expected during peak seasons.

Some travel should be expected for conferences, meetings, and training events. Vacations need to be scheduled in accordance with the AFS-USA leave policy for hosting staff

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