Summer Short-Term Program Coordinator
Jennifer McKendree
POSITION : Summer Short-Term Program Coordinator
Worker Status: Independent Contractor
Contact: Manager of Program Development
ABOUT THE PROGRAM
Youth For Understanding USA (YFU) is running two short-term programs this summer, one focused on STEM and the other on Politics and Debate. Globally-minded teenagers from around the world will join local American students in Washington, DC to learn about STEM or hone their debate skills, broaden their horizons on global issues, and forge lasting friendships. Throughout the two-week program, students will engage in English classes focused on STEM topics or speech and debate classes as well as undertake excursions that deepen their engagement with their topic. During their short time in the US, international students are placed with volunteer host families, who invite the students to be a part of their family for these two weeks. The students make lasting bonds with other students, their teachers, their host families, the volunteers, and the employees and contractors that work with them.
The programs runs from July 20-Aug 8, 2019.
RESPONSIBILITIES and ESSENTIAL FUNCTIONS
The role of Program Coordinator (PC) has three major parts: Program Logistics, Student Placement, and Program Execution.
Program Logistics: The rough agenda for these programs has been set. The PC will:
Collaborate with the National Office (NO) to complete the logistics of the programs.
Arrange logistics for community service and social/cultural activities.
The NO will directly purchase anything necessary for the activities as determined by the PC (admissions tickets, food for orientation, etc.), and provide space and materials for orientation and a farewell event. Pre-approved out-of-pocket expenses will be reimbursed.
Make known to the NO when they will need volunteer assistance or any additional materials not standardly available.
Student Placement: The PC will be responsible for finding host families for ten of the students. The PC will:
Be provided with a handbook to assist with this activity.
Be expected to utilize their network to find families new to YFU.
Be expected to assist potential host families complete their application and all supplementary documentation and requirements including conducting host family interviews.
Be responsible for ensuring that all families meet all US Department of State regulations for hosting.
Program Execution: While the students are on program the PC will:
Be the chaperone for the students during the duration of their program. The chaperoned activities are mostly from 9-5 Monday-Friday (the PC can set the final schedule).
PC will be required to operate a 15-passanger van.
Be the students’ and host families’ first point of contact should there be an emergency situation on program. You will be provided staff contacts for situations which may escalate.
Be responsible for accompanying the students between activities, once the host families have dropped them off at designated metro stations.
Meet students at the airport to give them their SmarTrip and SIM cards.
Potentially be called on to pick up or drop off the students at the airport. Coordination with Host Families is essential.
Facilitate an arrival orientation. Materials and curriculum will be provided.
Have volunteers ready to assist whenever requested. The NO will arrange the volunteers according to availability, based on the schedule finalized by the PC.
Submit a narrative report upon completion of the program, with pictures, documenting the program outcomes and providing suggestions to improve the program.
Submit a financial report of any expenses with related receipts at the program conclusion. YFU USA expense policies will be provided and must be followed in order to receive reimbursement.
NOTE: This position may be split between the three major tasks, depending on the candidate pool.
QUALIFICATIONS AND KNOWLEDGE
Undergraduate degree, or in pursuit of such degree, or equivalent
Strong organizational skills, attention to detail, and ability to work under pressure on multiple tasks with deadlines
Ability to adhere to Department of State rules and regulations
Computer literacy
Demonstrated Customer Service and problem-solving experience
Experience leading groups of teenagers
Willingness and ability to drive a 15-passenger van
Strong networking and community-building skills
SCHEDULE FOR PERFORMANCE
Placement and logistical efforts for the spring short-term program will take place at the contractors’ discretion during the weeks between 04/24/2019 and, 07/12/2019.
Students will be on program from 07/20/2019-08/08/2019. Throughout the duration of the program, the project coordinator will be directly involved “on site” according to the scheduled plan.
Within two weeks of the end of the program, the program coordinator will submit a narrative project report and financial report including an invoice. Templates will be provided.
PAYMENT SCHEDULE
Payment of $2,500 will be provided in a lump sum after the conclusion of the program and submission of the narrative project report and financial report. No payment will be made until reports have been received.