The Logistics/Training Coordinator works onsite during the Warm Welcome Session, coordinating logistics to ensure the safety, health, and well-being of the au pairs at the session and ensure their safe departure from session site and their onward journey to the host community. As a training coordinator, you can be expected to deliver a portion of the training curriculum during this period supporting that week's trainer.

Essential Functions:

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  Read and comply with the responsibilities outlined in the United States Department of State Regulations that pertain to community counselor role, namely 22 Code of Federal Regulations 62.31 (copy of regulations enclosed for your review). The duties listed below comport with such responsibilities.

• Spend two nights at the Warm Welcome Session site; starting with the arrival date and departing on the afternoon of departure day.

• Monitor all flights and be on call for airport to hotel transportation questions with au pairs and /or transportation company.

• Greet au pairs upon their arrival at the orientation site and coordinate timing of arrival, as appropriate, with meet and greet service providers, bus transport providers and hotel staff.

• Coordinate set up and breakdown of equipment and seating in meeting rooms, and coordinate set up of meals as required with hotel staff. Ensure that special dietary needs requested before arrival are met by the hotel staff for individual au pairs.

• Ensure that audio video equipment, and printed materials are in place and functioning as appropriate for each session. Maintain contact with training staff throughout each session in case of equipment failure.

• Work with orientation trainer to facilitate breakout sessions, group content segments and be familiar with training material to step in as needed.

• Coordinate final arrangements for the New York City tour and promptly report any problems to the deputy director.

• Work to resolve any logistical arrangements as it relates to au pairs—including rooming, meal, luggage, and travel issues.

• Coordinate departure arrangements by confirming hotel shuttle departures; meet and greet host families arriving at the orientation site to meet their au pairs.

• Monitor WhatsApp/email messages for arrivals and departures in the hours leading up to and following the end of the Warm Welcome Session and address issues related to travel as required with au pairs, host families, counselors, and staff as necessary and appropriate. Support for an additional night should circumstances arise that au pairs are unable to travel-to-host as scheduled and require the aid and assistance of staff; this will not likely require a stay at the hotel. A determination for this additional support will be made by the Deputy Director.

• Update host families, Community Counselors, and APIA staff in the event of travel emergencies that would delay au pairs’ arrival or departure from the site.

• Monitor inventory of materials and equipment at hotel. Provide Au Pair in America with an accounting of needs for the following session, i.e., t-shirts and materials used in training.

• Submit completed orientation activity log upon closure of each orientation session.

Competencies:

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  Self-motivated and ability to work on a flexible schedule

• Excellent listening and problem-solving skills and ability to communicate effectively with people of diverse cultures

• Excellent writing skills; computer literate

Supervisory Responsibilities: N/A

Work Environment: work remotely in a home office and at a location designated by APIA where training sessions are conducted; reliable transportation and ability to travel as required.

Physical Demands:

Ability to travel as required to complete all job responsibilities. Ability to travel by car, train and/or plane as needed; to lift supply boxes weighing up to 30 pounds; able to use email and telephone to conduct business.

Position Type: Full or Part Time

Expected Hours of Work: Varies; as required to fulfill all obligations during each assigned Warm Welcome orientation session; as necessary for the purpose of planning, coordinating with staff and others involved in training. Record hours worked with the appropriate pay codes accurately and timely before the payroll week ending in the HR/Payroll system.

Travel: travel to designated location where orientation is conducted. Ability and willingness to travel to APIA offices, and locations where training sessions and conferences are held.

Required Education and Experience:

1. Bachelor's degree

2. Proven experience coordinating multiple priorities with various service vendors.

Preferred Education and Experience:

1. Minimum 5 years' work experience in communications, intercultural exchange, working with young adults

2. Previous international study, work and/or cultural immersion experience preferred.

Additional Eligibility Requirements:

Other Duties: As needed