Title: Trip Coordinator
Reports to: Executive Director
Position Summary: The trip coordinator is responsible for preparation of each medical mission trip, assisting applicants & team leaders as needed, meeting CDC and Consular regulations and coordinating with in-country hosts, and requesting & compiling trip stories and pictures for the monthly e-newsletter.
Breakdown: 80% time spent communicating and managing trip logistics, 15% time spent on marketing and social media materials, 5% time spent on collaborative teamwork with staff.
Essential Duties and Responsibilities:
- Creation & Maintenance of team participant and team leader information tables
- Emailing trip information and corresponding with team members, travel agency, in-country host, etc.
- Processing all trip applications
- Partner with team leaders to manage selection of approved applicants and preparations to travel with a team internationally
- Filing of all trip information
- Ordering trip t-shirts annually
- Maintenance of trip records and trip insurance
- Preparation and mailing of team member trip packages
- Gathering of information on destination country per US Embassy or State Department websites
- Develop and design trip brochures, social media posts, emails to promote trips
- Investigate destination country and gather information on requirements for entry (passports, visas, QR codes, etc.)
- Prepare and submit CDC and Consular reports as needed for each trip
- Manage and maintain organization’s social media pages
- Work on special projects as needed
- Design and develop e-newsletter as needed
- Assist with Administrative Assistant and Executive Director workload as needed
- Assist with fundraising and special events
- Assist in preparation of quarterly board meetings
Core Competencies:
- Computer skills and knowledge of relevant software (QuickBooks, Microsoft Suite, Constant Contact, Canva, etc.)
- Knowledge of clerical and administrative procedures and systems
- Clear and concise written/verbal communication
- Positive working relationships with Executive Director, staff, board members, volunteers, sponsors, donors and potential donors
- Time management skills
- Adherence to laws, rules, regulations and standards of conduct
- Adherence to CDC and Consular rules and regulations
Skills and Abilities:
- Planning
- Organization
- Prioritization
- Problem assessment and solving
- Attention to detail
- Accuracy
- Flexibility and adaptability
- Customer service oriented
- Teamwork
- Basic Math skills
- Critical thinking skills
- Budget management
- Maintenance of donor records
Job Type: Part-time
Pay: $14.00 - $16.00 per hour
Expected hours: No more than 30 per week
Benefits:
Schedule:
- Monday to Friday
- No weekends
Language:
Work Location: In person