Travel and Logistics Assistant
AFS-USA - Portland, OR

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Position begins Apr 22 - ending Sep 16.

Job context:

The Regional Travel and Logistics Assistant works closely with and reports to the Regional Travel and Logistics Coordinator during the busy summer travel season.

The T/L Assistant is a member of the Travel and Logistics Staff and Participant Support Department which includes the Director of Travel and Logistics, the Participant Support Manager and the Hosting and US Sending Teams. Primary responsibilities include working closely with the RTLC along with the Travel and Support Staff, AFS volunteers, and our hosted students to assist in the management and execution of the regional End of Stay event, Departure Day, and student Arrivals conducted by AFS.

Broad responsibilities include:

Student "End of Stay" Event:
  • Plans bus routing and pick-up points for End of Stay in conjunction with TLC-NY and the bus vendor; provides all bus directions, and volunteer contact info
  • Assists in managing the local Area Teams coordination for End of Stay planning
  • Manages communication with volunteers and students regarding their End of Stay activities
  • Coordinates participants' travel arrangements with TLC-NY and volunteers
  • Maintains all related databases
  • 24-hour on call availability while buses are on the road
Departure Day(s) and Arrivals:
  • Coordinates recruitment of volunteers for Departure Day and Arrivals at assigned gateway, either Los Angeles or Seattle
  • Coordinate communication with the volunteers in charge of Arrival Orientations.
  • Conduct on-site training and provide ongoing support of volunteers though out the events
  • Develops volunteer job scheduling; creates rooming list for volunteers and students
  • Verifies that all Departure Day and Arrival volunteers are registered
  • Acts as on-site coordinator
  • 24-hour on call availability throughout the duration of the event – until all student departures and arrivals are complete
In addition, the T/L Assistant obtains travel waivers, Program Releases for both hosted and sent students. Manages timely mailing of travel related materials, and assists in answering basic questions regarding orientations.

Position Requirements:
  • Confident working knowledge of Word and Excel
  • Strong problem solving skills; attention to detail; highly organized
  • Excellent oral and written communication skills
  • Ability to prioritize and meet tight deadlines while handling multiple projects
  • Creativity, flexibility, and the ability to work well under pressure
  • Willingness to work overtime and weekends during busy travel season
  • Conference planning experience
  • Driver's license
Background Desired:
  • One year experience in an office setting, student exchange a plus
  • Bachelor's Degree strongly preferred

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