Regional Travel and Logistics Coordinator

  • AFS-USA Inc
  • New York, NY, USA
Full Time Nonprofit

Job Description

About AFS-USA:

AFS-USA is part of a worldwide network of AFS partner organizations that work together to advance global education and foster meaningful connections across cultures. As the network’s largest partner, AFS-USA works to increase the global competency of U.S. citizens by providing a variety of international and intercultural learning experiences to individuals, families, schools, and communities. We are proud of our Staff of approximately 200 dedicated individuals, working from our national office in New York City as well as home offices across the county, who collaborate with our more than 4,000 AFS-USA Volunteers to deliver high quality programs and global education resources. These include: immersion-based study abroad experiences in over 40 countries worldwide; opportunities to host foreign AFS exchange students; and global learning workshops and curricula for educator, schools and businesses.

Job Overview

The primary responsibility of the Regional Travel and Logistics Coordinator (RTLC) is to oversee the travel and logistics coordination as it relates to the arrival and departure of AFS USA’s hosted participants.  RTLC will manage program releases and waivers, as well as Early Returns for both hosted students and US Sending participants. The RTLC is a member of the Participant Support team as well as the Travel and Logistics Department, with the focus of responsibilities changing seasonally according to AFS hosting and sending program cycles.

Responsibilities: (Key functions)

  • Hosting: Site Management
    1. Manage the planning, site coordination and volunteer recruitment and training for the 9 Gateway Arrivals events between August and mid-September.
    2. Manage the 3-4 June Departure Day Events for 200 – 600 Hosting Participants in multiple cities, including the planning, site coordination, charter bus arrivals/departures, scheduling, volunteer recruitment and training.
    3. Identify and negotiate agreements with new sites, as needed.
    4. Organize domestic travel in coordination with the Hosting Travel Manager.
    5. Recruit, and train AFS volunteers for gateway and transit city meet/greet.
    6. On-site management for largest sites for all events.
    7. Ensure all sites bookings are within budget
  • Hosting - Departure and Arrival Domestic Travel
    1. Manage the domestic departure and arrival travel from/to Gateway departure sites, including bus routing planning, Area Team communication, bus chaperone recruitment/travel and all related materials/mailings.
    2. Oversee charter bus bookings for 40+ End of Stay site to gateway travel with AFS USA’s bus contractor
    3. Work with the Team Development Specialists and Area teams to ensure timely recruitment of qualified bus chaperones.
    4. Manage AFS USA’s database as it related to orientations and travel to ensure 100% accuracy.
    5. Continuously analyze bus and flight bookings to ensure costs are within budget. 
  • Volunteer Recruitment and Training
    1. Manage the local Area Teams’ coordination of Arrivals, End of Stay and local Departure Day planning
    2. Recruit and train transit volunteers in 10+ transit hubs for all events as well as supporting early returns.
    3. Develop training materials for new mini-gateways.
    4. Update AFS USA Volunteer Help and Learning portal with materials related to student travel and logistics.
    5. Conduct regional gateway analyses and trainings related to new Arrivals and Departures model.
  • Manage Seasonal Travel Staff.
    1. Recruit, hire and train 2-3 seasonal staff
    2. Update training materials.
    3. Maintain staff schedules during peak periods, while monitoring hours against budget.
  • Waivers and Releases
    1. Between October and May, process travel waivers and program releases for AFS USA’s hosting and sending participants. This requires liaising with the Support Department, AFS Partner Offices, local volunteers and natural families.
    2. Coordinate international and domestic travel for early returning participants within RTLC’s region. 
    3. Actively monitor and support international and domestic travel of early return participations.  This includes on call support during participants’ travel.
    4. Act as Alternate Responsible Officer to process DS 2019 signatures for hosted participants who travel outside of the U.S.
  • Other Responsibilities
    1. On call support during peak travel days, this responsibility is shared among the TLC staff.
    2. In conjunction with the Director and Manager of Travel and Logistics, evaluate summer travel and assist with budgeting and planning.
    3. Manage ongoing account reconciliation for vendors, volunteers and staff. 
    4. Airport Duty as needed.
    5. Other tasks and projects as assigned.

Knowledge and Skills

  • Well organized, highly detail-oriented, and able to manage multiple priorities under multiple deadlines.  Ability to work well under pressure.
  • Superior customer service skills.
  • Excellent communication skills, both written and oral.
  • Comfortable working with people of different backgrounds and ages including AFS network partners, students, parents and AFS Volunteers. 
  • Knowledge of concepts related to intercultural education helpful.


AFS-USA offers a wide array of benefits (including but not limited to health, dental and vision coverage, retirement plan, fully funded life insurance, generous time-off, and commuter reimbursement). 

Work Conditions

The Regional Orientation and Travel Coordinator will from the AFS USA office in New York, NY.  The average work week is 35 hours.  The standard workday is from 9:00 AM to 5:00 PM, Monday through Friday. There will be times when hours will be altered due to seasonal fluctuations in workload and will include overtime, evening and occasional weekend work.  Travel to gateway events is required in June, August and September.    


  • BA/BS Degree international relations or equivalent experience, preferably in study abroad education or non-profit organization context required
  • 2+ years of project management experience.
  • Computer literacy in Word/Excel required.         
  • International travel and/or experience living abroad.
  • Conference/event planning experience preferred
  • Driver’s license required.



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.