Seasonal Travel Operations Assistants

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.

We are seeking to build a team of seasonal staff to assist in various in-office and on-site (airports and hotels) assignments related to the departure and arrival of thousands of exchange students. These positions require individuals who can balance the dynamics of working in a team-based environment as well as thrive in their assignments. Strong candidates should have the ability to work well under pressure, think critically, adapt to frequent in-office and on-site changes with effective communication to staff, volunteers, and students.

We are looking to have a total of six positions join our Travel Operations team. These positions will share the majority of the same responsibilities. The differences in these six positions lie in the percentage of office responsibilities and airport responsibilities they take on. During the hiring process, the hiring managers will assign you to one of the six different seasonal positions based on your strengths and skill set. The position title you may be assigned to include: Seasonal Regional Travel and Logistics Assistant, Seasonal Global Prep Travel Assistant, Seasonal Sending Travel Assistant, or Seasonal Hosting Travel Assistant. All positions are expected to begin in early-April 2024.

OFFICE RESPONSIBILITES:

These responsibilities are specific to the Seasonal Regional Travel and Logistics Assistant, Seasonal Global Prep Assistant, and Seasonal Sending Travel Assistant positions.

• Assist with the Travel Notifications program participants

• Compile domestic arrival/departures schedules for gateway departures, including contacting parents and students for domestic flight information

• Processing and reconfirming travel arrangements (hotel accommodations, meals, ground transportation, etc.)

• Prepare and track special travel requests and corresponding materials

• Data entry of travel information

• Prepare all necessary materials for each departure and return

• Liaise between group leaders, chaperones, and Travel Staff

• Coordinate with the AFS Global STEM Academies Program Specialist for travel bookings and information

• Participate in Travel Webinars

• Compile program info from partners related to in-country arrivals and departures.

• Assist in special projects as necessary. 

AIRPORT RESPONSIBILITES:

These responsibilities are specific to all Seasonal Travel Operations positions. 

• Assist in special projects as necessary. 

• Meeting participants arriving on international and domestic flights at gateway airports in the Chicago or New York Area for all hosting and sending programs. Note: we primarily use Newark and JFK for the New York area.

• Instruct and transit participants to/from airport, hotels, including overnighting when needed.

• Checking-in groups for domestic and international flights.

• Effectively communicate with AFS staff about any delays/cancellations/problems.

• Track and support participants on day of travel via WhatsApp.

WORK EXPECTATIONS:

• The regular business hours of AFS-USA are Monday - Friday, 9AM - 5PM eastern. However, there will be times when you will need to work a schedule outside of these hours dependent on the needs of your department. There will be times when hours will be altered due to seasonal fluctuations in workload and will include occasional weekend and/or evening work.

• We are looking to fill six positions for this opportunity to support our students and staff located New York and Chicago areas. Candidates must live within these areas as this position will require regular travel to and from local airports.

• Work will be a combination of remote, on-site, and travel to the NY office, as needed, for positions based in New York. 

• This position is expected to begin in early-April 2024 and is expected to continue through October 2024. Applicants must commit to the full duration of the position.

SALARY:

• The compensation for this position is $18/hourly. This position is eligible for overtime pay and sick & safe time. 

QUALIFICATIONS:

• Passionate for working in an international study abroad environment

• A current college student or recent graduate with studies in the areas of travel studies, international education, or other related disciplines

• Enthusiasm and flexibility to respond to the needs of AFS staff and volunteers

• Able to follow detailed instructions

• Has excellent computer skills, knowledge of Word and Excel

• Experienced with training and working with volunteers

• Ability to speak a second language is ideal but not required

COMMITMENT TO DIVERSITY:

AFS-USA is committed to maintaining a culture of diversity, inclusion, and equity. We seek applicants from all backgrounds to ensure that we have the best, most creative talent on our team. 

NON-DISCRIMINATION:

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.