Below are job descriptions for various volunteer positions within the AFS Greater Los Angeles (GLA) Area Team. Click on the link to a position of interest for more information.
Area Team Chair |Team Treasurer |Support Coordinator | Liaison Coordinator | Hosted Student-Family Liaison | Hosting Coordinator | Sending Coordinator | Young Volunteers and Returnees Coordinator | Orientations Coordinator | Volunteer Coordinator | Activities Coordinator | Sponsored Programs Cluster Coordinator | Scholarships Coordinator | Fundraising Coordinator | Outreach Coordinator | School Representative | Communications Coordinator | Sending Interviewer | Host Family Interviewer | Volunteer Registration Interviewer | Travel Representative
Area Team Chair
Role
- As part of the Greater Los Angeles (GLA) Area Team (AT) Leadership Team, the Area Team Chair functions as the key volunteer leadership position for the whole Area Team. In this role, the Chair sets the tone in the Team, and works with the volunteer leadership to create a climate that embraces collaboration and diversity, and supports the mission and values AFS-USA.
- Works in partnership with the AFS-USA assigned TDS (Team Development Specialist). Together they are responsible for coordinating the operation, management, growth and quality of AFS programs within the Team.
- Serves as the principal liaison and representative between the Team and the AFS-USA National Office located in New York, NY, for procedural and policy issues
- Chair and Team Treasurer have the sole authority to approve Team transactions and are responsible to ensure that there are not any unauthorized withdrawals from Team bank accounts
Responsibilities
- Arrange and preside at periodic GLA Leadership meetings
- Facilitate the annual planning and budgeting process for the Team
- Work with the assigned AFS staff members to our Area Team and other Volunteer Leaders to determine the volunteer structure and roles needed to best ensure the team’s ability to achieve their annual goals and objectives
- Maintain regular contact with and monitor the progress of Team volunteers (including chapter/local team leaders)
- Ensure compliance by Team with all appropriate standards and regulations including AFS-USA, AFS International, Council on Standards for International Educational Travel, and U.S. Department of State federal regulations governing exchange programs and all applicable state and federal laws
- Serve as the primary contact between AFS-USA and Team (if applicable according to Team guidelines)
- Communicate decisions from the National Office to the Team
- Ensure annual Team goals are achieved
Training
Required
- Department of State (DoS) Certification
- Hosting & Support (H&S) Affiliation
Recommended
- Liaison Training
- Host Family Recruitment
- School Relationships
Team Treasurer
Role
- As part of the GLA Leadership Team, the Team Treasurer is responsible for overseeing the management and accounting of the Area Team and/or Chapter finances.
- Team Treasurer and Chair have the sole authority to approve Team related transactions and are responsible to ensure that there are not any unauthorized withdrawals from Team bank accounts
Responsibilities
- Work closely with the Area Team and/or local Chapters regarding financial matters
- Maintain accurate records that include all income and expenses in compliance with IRS regulations and with Generally Accepted Accounting Principles (GAAP)
- Responsible for the appropriate use of co-support and locally raised funds, in accordance with the spending guidelines outlined in the Treasurer Manual and section in Help & Learning
- Team Treasurer and Chair have the sole authority to approve transactions are and are responsible to ensure that there are not unauthorized withdrawals from Team bank accounts
- Responsible for the timely submission of a complete financial package to the Field Finance team as specified in the Treasurers Manual and in the following section in Help & Learning
- Manage specific aspects of banking relationship and under direction of the AFS Field Finance staff
- Ensure that spending is within reasonable limits and/or within the Team’s established budget
- Support the financial goals of AFS-USA, which may differ from time to time depending on business needs. Such goals will be communicated as necessary
- Work as a team with the AFS-USA staff in Finance, Team Development, Organizational Development and Volunteer Development
Training
- None Required or Recommended
Support Coordinator
Role
- As part of the GLA Leadership Team, the Support Coordinator oversees all participant and family support needs within the team
- Acts as the primary liaison between the AFS-USA National Participant Support Department and the Team for support cases as needed
Responsibilities
- Communicate liaison assignments to AFS Participant Support Specialists and/or TDS in a timely manner
- Work with the team to identify, coordinate, and empower volunteers locally to have the skills, training, and support they need to provide a quality intercultural learning experience to all GLA participants and families.
- Ensure all hosted participants, host families, and natural parents of Americans Abroad have an assigned local support volunteer, i.e., liaison
- Ensure that each liaison has completed their required training
- In conjunction with the Liaison Coordinator, ensure required contacts and visits take place and are properly reported for all hosted students, host families and schools in a timely manner per AFS guidelines
- Assist in direct support and work with Hosting Coordinator in the host family move process
- Ensure compliance with AFS support standards as outlined in the Team Agreement with AFS-USA
- Manages serious support situations in direct consultation with the AFS-USA Participant Support Department
- Ensure written, dated documentation of all support cases; collaborate and consult with Participant Support Staff keeping them informed of ongoing cases
- Develop and maintains a list of local support professionals to call upon as needed (i.e. lawyer, grief counselor, clergy, etc.)
Training
Required
- Department of State (DoS) Certification
- Hosting & Support (H&S) Affiliation
Recommended
- Liaison Training
Liaison Coordinator
Role
- As part of the GLA Leadership Team and in conjunction with the Support Coordinator, the Liaison Coordinator provides guidance and mentorship to liaisons and ensures that all liaisons are maintaining and documenting required contacts with the host student, host family and school in Global Link
Responsibilities
- Ensure that liaisons are maintaining and documenting the required monthly, 30/60 day contacts and visits are occurring and documented in Global Link in a timely manner
- As a best practice, AFS-USA recommends that hosted students and host families are assigned a liaison with no more than two host students/families per liaison
Training
Required
- Department of State (DoS) Certification
- Hosting & Support (H&S) Affiliation
Recommended
- Liaison Training
Hosted Student-Family Liaison
Role
- As a key part of the Team support network, a Hosted Student-Family Liaison works directly with international high school students and their U.S. host families to foster a life-changing journey for both parties
- Guides hosted students and their host families through the international exchange experience while developing your own cross-cultural communication skills
Responsibilities
- Maintain and document regular (monthly) contact and in-home visits with the host student and host family
- Maintain and document contact with the host student’s school, three times a year for Year Program (YP) students, and two times during their stay for Semester (SEM) students.
- Provide support and information to the host student, host family and the school
- Report immediately to the Support Coordinator and the Chair about issues impacting the host student and/or host family’s experience as they arise
- (Note: If the school hosts more than one AFS host student, it is recommended that the team/chapter identify one volunteer (could be a Liaison, Support Coordinator, Liaison Coordinator, Associate Support Coordinator, etc.) to contact the school on behalf of all the AFS host students.)
Training
Required
- Department of State (DoS) Certification
- Hosting & Support (H&S) Affiliation
- Liaison Training
Recommended
- School Relationships
Hosting Coordinator
Role
- As part of the GLA Leadership Team, the Hosting Coordinator facilitates and monitors the recruitment of host families and placement of AFS host students in the team along with working to develop and support local hosting volunteers
- Serves as the principal liaison between the Team and the AFS Staff for procedural and policy issues related to host family recruitment and student placement
Responsibilities
- Ensure that all host family related documentation, including the associated school Placement Acceptance Form (PAF), are submitted to AFS in a timely manner
- Coordinate with Chair and AFS Staff to create a hosting plan and oversee the implementation of it
- Form and manage a Hosting Team, comprised of assistants, etc., in order to achieve the Team’s hosting goals
- Work with Support Coordinator as needed in finding replacement families in situations where a host student requires a change in host family
- Ensure the potential host family is informed and knowledgeable of AFS and the host family’s responsibilities
- Collaborate with team, chapter/local volunteers, and TDS to gather information regarding hosting potential of the team to create and implement a hosting recruitment plan
- Work with the team in ensuring schools have local AFS contacts to maintain quality relationships with administrators and faculty
- Coordinate the selection and distribution of host student applications for the team
- Receive and distribute nationally and regionally generated host family leads to volunteer contacts in chapter/local units ideally by using Hosting Lead Management tools provided by AFS-USA
- Encourage hosted students to write Letters to the Editor at some point during their academic year and to make school and other community presentations for International Education Week and at other opportune points during the school year
Training
Required
- Department of State (DoS) Certification
- Hosting & Support (H&S) Affiliation
Recommended
- Host Family Recruitment
- School Relationships
Host Family Interviewer
Role
- As part of the Hosting Team, a Host Family Interviewer interviews potential host families interested in hosting an AFS participant to assess the viability of the potential host family and determines that they meet the criteria required by the AFS program in order to host a student
Responsibilities
- Contact, arrange for and conduct the host family interview per AFS guidelines
- Along with the Hosting Coordinator, ensure that the applicant is informed and understands the requirements and expectations of the AFS program to which they are applying
- Be available to answer questions and provide applicants with the information and resources they need to support their AFS experience
- Complete the required interview form/s and ensure their timely submission to AFS-USA
Training
Required
- Department of State (DoS) Certification
- Hosting & Support (H&S) Affiliation
Recommended
- Host Family Recruitment
Sending Coordinator
Role
- As part of the GLA Leadership Team, the Sending Coordinator facilitates and monitors the recruitment and selection of candidates for the various sending programs of AFS and works with local volunteers to increase the number of students going abroad
- Serves as the principal liaison between the Team and the AFS Staff for procedural and policy issues related to student recruitment and outbound programs
Responsibilities
- Coordinate with Chair and AFS Staff to create a sending recruitment plan and oversees the implementation of it
- Form and manage a Sending Team, comprised of assistants, etc., in order to achieve the Team’s sending goals
- Ensure that the applicant is informed and understands the requirements and expectations of the AFS program to which they are applying
- Ensure through collaboration with chapter/local volunteers the timely follow-up of recently received applications
- Ensures quality AFS relationships with school administrators and faculty
- Provide or help ensure volunteer training in student recruitment activities such as school presentations, effective publicity, sending interviews, etc.
- Act as liaison between chapter/local volunteers, participants and the national staff including, but not limited to procedure and policy information
- Receive and handle sending inquiries either through chapter/local volunteers or directly
- Maintain a supply and distribute sending recruitment materials
- Ensure that contact with applicant and natural family is maintained throughout the sending cycle, including suggestions for meeting financial needs, to ensure retention
- Follow up with students who have begun their application encouraging them to complete Part II of the application and arrange for their interviews with local volunteers. Incorporate the student and family into local activities
Training
Required
- Sending Interviewer Training
Recommended
- None
Sending Interviewer
Role
- As part of the Sending Team, a Sending Interviewer interviews potential students wanting to go abroad on an AFS program to assess the viability of the applicant and determine that they meet the criteria required by the AFS program to which they are applying
Responsibilities
- Contact and set up the applicant’s interview
- Ensure that the applicant is informed and knowledgeable of AFS and its programs
- Along with Sending Coordinator, ensure that the applicant is informed and understands the requirements and expectations of the AFS program to which they are applying
- Be available to answer questions and provide applicants with the information and resources they need to support their AFS experience
- Complete the required interview form/s and ensure their timely submission to AFS-USA
Training
Required
- Sending Interviewer Training
Recommended
- None
Scholarships Coordinator
Role
- As part of the Area Team leadership, the Scholarships Coordinator oversees the Scholarship Committee (the “Committee) for need-based and merit-based scholarships, sets meetings, helps the committee set goals for fundraising, student recruitment, student/donor interactions, tracking alumni student accomplishments, grant writing and all things related to helping raise funds and send underserved students on an AFS experience; including working with the committee to set parameters regarding the committee’s relationship with AFS-USA
Responsibilities
- Work with the Committee, high schools, volunteers and scholarship alumni to recruit students, who otherwise could not afford it, to go on AFS experiences
- Work with AFS-USA, schools, volunteers and students to ensure potential scholarship students timely complete all applicable requirements for their student abroad experience
- Work with the Committee to determine the amount of need-based or merit-based scholarships awarded to individual applicants, including program cost, clothing, passport, visa and immunization scholarships where necessary
- Work with AFS-USA to ensure scholarship students and their families have a successful AFS experience
- Work with the Committee to engage donors, and attract funds necessary to meet the mission of sending students from underserved areas abroad
- Work with the Committee and volunteers on Letters of Intent and grant writing to raise funds
Training
- None Required or Recommended
Fundraising Coordinator
Role
- As part of the GLA Leadership Team, the Fundraising Coordinator works in conjunction with the Scholarship Coordinator and the Leadership Team in determining what scholarships and general fund needs are required by the area team.
Responsibilities
- Work with the Scholarships Coordinator to determine what fundraising activities are needed in order to raise the monies required for need-based and merit-based scholarship students
- Schedule and plan fundraising events, as needed
Training
- None Required or Recommended
Orientations Coordinator
Role
- As part of the GLA Leadership Team, the Orientations Coordinator facilitates the required number of orientations for the AFS students and families that are hosted or sent from our area team
- Oversees the planning, training, staffing and delivery of all orientations and work with a team of volunteers to deliver a quality orientation program
Responsibilities
- Ensure that at least the minimum prescribed orientation is provided to each hosted student, host family, sending student, and natural family in the Team
- Develop and implement a plan to provide all prescribed orientations for program participants in the Team
- Develop an annual master calendar of all orientation activities taking place at the Team and local level, and to identify volunteer support needs for the orientation, e.g., the number of counselors required, parents’ orientation needs, etc.
- Oversee the timely distribution of all orientation materials
- Ensure that all key orientation providers receive training: a) an initial training for new facilitators and b) a refresher session for previous facilitators
- Develop productive working relationships with local team volunteers and monitor local orientation activities to ensure quality delivery of orientation services
- Evaluate orientation activities and make recommendations to the Team
Request supplies well in advance of each orientation; (separate lists for each type of orientation can be generated) - Determine time, place, events, and responsible persons for each orientation
- Make sure all required sign-in sheets are signed and returned to the National office in a timely manner
Training
Required
- Department of State (DoS) Certification
- Hosting & Support (H&S) Affiliation
Recommended
- None
Volunteer Coordinator
Role
- As part of the GLA Leadership Team, the Volunteer Coordinator works to support volunteer registration, recruitment, integration, training and identify tasking needs and opportunities for engagement within our area team.
Responsibilities
- Collaborate with the Chair and other Team leaders to assess local volunteer needs for the various activities throughout the year
- Oversee the volunteer registration and re-registration process of our Team volunteers
- In conjunction with the Chair, create a volunteer development plan for the Team which includes identifying the roles and tasks that need to be fulfilled by volunteers in support of the team’s goals and AFS activities within the team
- Form and manage a Volunteer Development Team, comprised of assistants, etc., in order to achieve the Team’s volunteer development goals
- Coordinate recruitment and welcoming of new volunteers
- Work to facilitate connecting new volunteers with areas of interest and current team leadership
- Work with team leadership to develop new strategies and approaches to engage and utilize volunteers with the intention of growing the volunteer base and deepening and broadening the level of engagement enjoyed by the volunteers
- Ensure follow-up with new volunteer leads in a timely manner including ensuring that every volunteer has a Volunteer Interview completed as soon as possible
- Work with the Team and chapters to develop and implement a plan to recognize volunteers
Training
Required
- Department of State (DoS) Certification
- Hosting & Support (H&S) Affiliation
- Volunteer Interviewer Training
Recommended
- Liaison Training
- Host Family Recruitment
- School Relationships
- Sending Interviewer
Volunteer Registration Interviewer
Role
- As part of the Volunteer Registration process, the volunteer interview is meant to help us learn more about the volunteer applicant’s interests and aptitudes, as well as how they might like to be involved on the local, regional, or national level.
Responsibilities
- Contact, arrange for and conduct an interview with the potential volunteer per AFS guidelines
- Complete the required interview form/s and ensure their timely submission to AFS-USA
Training
Required
- Department of State (DoS) Certification
- Hosting & Support (H&S) Affiliation
- Volunteer Interviewer Training
Recommended
- None
Young Volunteers and Returnees Coordinator
Role
- As part of the Area Team leadership, the Young Volunteers and/or Returnees Coordinator serves as the main liaison to recent GLA returnees and young volunteers within the Team to encourage their active engagement within the Team
Responsibilities
- In conjunction with the Chair and Volunteer Coordinator, help to recruit young volunteers that are interested in supporting the various team activities throughout the year where younger volunteers take on an active role, e.g., orientations, hosting and sending activities, social media, etc.
- In conjunction with the Orientations Coordinator, coordinate “Welcome Home” events, i.e., with the help of the GLA volunteers and other Returnee volunteers, plan fun gatherings for recent Returnees
- Working with the Outreach Coordinator, help identify strategies for reaching out to returnees and other potential young volunteers (e.g., host siblings, friends, etc.) and develop strategies for implementation
- Work with Outreach Coordinator as needed to ensure that AFS is constantly developing a pool of prospective young volunteers via a variety of modalities
- Identify and organize activities that will appeal to young volunteers and potential young volunteers that offer opportunities for social, civic, or AFS volunteer engagement
- Host informal Returnee Meetups, i.e., gather Returnees in the community for a periodic informal Get-Together
- Host informal young volunteers’ meetups, i.e., gather volunteers in the community for a periodic informal Get-Together
- Support Returnees upon re-entry and helps to facilitate communication between GLA volunteers and the Returnee population
- Inspire Returnees to become AFS Registered Volunteers
Training
Required
- None
Recommended
- Returnee Coordinator Training(s)
School and Community Outreach Coordinator
Role
- As part of the Area Team leadership, the Outreach Coordinator responsible for promoting AFS within our Team’s communities and schools
Responsibilities
- Coordinate with Chair and Communications Coordinator to create an outreach plan and oversee the implementation of it
- Working with Chair and Area Team leadership, develop strategies for reaching out to current Team constituent members (registered but inactive volunteers, former volunteers, current host families, former host family members, and returnees of all ages) to invite them to become more active as volunteers
Identify marketing opportunities for increasing hosting and sending visibility - Work with Chair and Hosting and Sending Coordinators to identifying targeted schools for outreach and targeted ways for community outreach, e.g., local newspapers, TV, radio shows, our social media means, etc., in order to promote AFS presence in our schools and community
- Form and manage an Outreach Team, comprised of assistants, etc., in order to achieve the Team’s outreach goals
- Plan and execute community outreach events and/or school presentations every two weeks
School Outreach
- Contact key schools in order to identify a point of contact at the school and build a working relationship with those contacts
- Contact currently hosted students to determine who to contact at their schools in order to establish a presence at the school and for scheduling and conducting school presentations
- Work with Team Leadership to identify School Liaisons to serve as consistent points of contact for each school
- Schedule and conduct sending and hosting presentations at local schools
Training
- None Required or Recommended
Community Outreach
- Identify ways of promoting AFS within the various GLA communities by contacting local AFS volunteers within those communities to explore opportunities
- Identity community events, e.g., periodic church local community sponsored events, where our volunteers and/or students (i.e., returnees or hosted students) can have a table or do a presentation in order to promote AFS Sending and Hosting
- Schedule and conduct hosting and sending presentations and/or manning of a table at community events
- Identify opportunities for public advertising of AFS in each community, e.g., local newspapers and flyers, etc.
Training
Required
- None
Recommended
- Build Relationships with High Schools
School Representative
Role
- As an AFS-USA School Representative, you will implement your area team’s school outreach strategy by connecting with and forming relationships with a school (or schools) in your community. A key part of the volunteer school outreach team, you will serve as the point person for sharing resources and opportunities for a specific school (or specific schools) in your team.
Responsibilities
- Serve as the AFS-USA representative for a specific school (or schools) in your team.
- Work with your School Outreach Coordinator to create goals for building a successful relationship with your assigned school/s.
- Effectively communicate and share AFS-USA educator resources with your assigned school/s on a frequent basis.
- Monitor and maintain accurate data on your assigned school/s (i.e. names of key administrators and teachers, school start/end dates, specific deadlines/enrollment policies) in Global Link.
- Attend meetings with your School Outreach Coordinator to report on progress and implementation of the school outreach strategy at your assigned school/s.
- Attend webinars/conference calls organized by the AFS-USA Educational Outreach staff team as your schedule permits.
- Collaborate with other volunteers that may engage with your assigned school/s (i.e. local hosting volunteers, local sending volunteers, hosted participant liaisons, etc.) to ensure that messaging to each school is consistent.
Training
Required
- Department of State (DoS) Certification
- Hosting & Support (H&S) Affiliation
- School Outreach Training
Recommended
- None
Communications Coordinator
Role
- As part of the Area Team leadership, the Communications Coordinator facilitates and maintains the Team’s internal and external communications including Team newsletter and social media outlets
Responsibilities
- Work with Chair and Outreach Coordinator in aligning public relations strategies and communications
- Form and manage a Communications Team, comprised of assistants, etc., in order to achieve the Team’s communications goals
- Solicit inputs from the Team for event announcements, photos, news articles, newsletters, press releases, etc. for inclusion in Team’s newsletter and social media outlets, i.e., Team website, Team Facebook Page and with local news media
- Ensure consistent and engaging postings and conversations on social media outlets, including Team’s newsletter and social media outlets
- Measure and report on the effectiveness of our Team’s communications activities
- Identify ways of improving the visibility of AFS within the Team’s Los Angeles community
- Ensure that Team’s publicly published material, i.e., on social media and local news media) is according to AFS-USA’s media policies and guidelines for working with the media including Guidelines for Promoting AFS
Training
- None Required or Recommended
Activities Coordinator
Role
- As part of the Area Team leadership, the Activities Coordinator organizes social and enrichment activities for the Team, which include students, host families and volunteers, throughout the year
Responsibilities
- Coordinates with the Chair and other Team members as needed on the proposed dates for any Team activities
- Develops an annual calendar of activities that provide enrichment activities for the hosted students, host families and volunteers
- Working with other volunteers on the activities team, ensures that each activity is managed and staffed as needed with appropriate volunteers for transportation and other needs
Training
- None Required or Recommended
Sponsored Programs Cluster Coordinator
Role
- As part of the Area Team leadership, the Sponsored Programs Cluster Coordinator oversees the program activities for the host students in your team that come to AFS-USA through the Department of State (DoS) Scholarship Programs, which includes our Congress Bundestag (CB) and YES host students, who are hosted in clusters of at least three students
Responsibilities
- Coordinate proposed activity dates with Team volunteers, hosted Sponsored Program students and their host families as well as others in the Team who may be included in an activity
- Develop a minimum of three to six enrichment cluster activities focused on Government, Cultural Diversity/Native Peoples, and Community Service/Volunteerism; each enrichment cluster activity should have defined learning objectives since learning objectives are tangible goals that will help Cluster Coordinators and students focus on a specific area within the theme of the activity
- Over the course of the school year, identify and work with local resources including businesses, government institutions, community service organizations, civic and youth groups in arranging for culturally enriching activities for the Sponsored Program students, in particular
- Provide a Cluster Activity Report for each enrichment activity to the National Office
- Participate in mandatory Monthly Cluster Coordinator conference calls
- Provide Team with updates on special awards, achievements, interesting activities of the Sponsored Programs students and host families in our area
- Encourage Sponsored Programs students, in particular, to write Letters to the Editor at some point during their academic year and to make school and other community presentations for International Education Week and at other opportune points during the school year
- Include one meeting at the home office of the U.S. Congressional Representative for your district, allowing the students the opportunity to thank the Congressional Representative for their scholarship
Training
Required
- Department of State (DoS) Certification
- Hosting & Support (H&S) Affiliation
Recommended
- Liaison Training
- Host Family Recruitment
- School Relationships
Travel Representative
Role
- The primary responsibility of the Year-Round Travel Rep position is to ensure the smooth arrivals/departures of the Area Team’s participants, including late arrivals and early returns. Year-round duties for this role include assisting with participant moves across Area Teams, requesting arrival/departure airports, advocating for the through-ticketing model, and corresponding with the Travel Advisory Group on general projects.
Responsibilities
Communicate with AFS-USA staff to coordinate information, recruiting and scheduling airport volunteers, tracking international and domestic flights as booked by AFS partners, assisting students from other teams that transit through the local airport (if applicable), and managing arrival and departure days.
Work closely with the Departure and Arrival Orientation Coordinators to convey logistics information to host families for pick-ups and drop-offs.
With LAX being a gateway airport, this role will also provide airport support throughout the year for sending participants departing from/returning between airports.
Required
- Department of State (DoS) Certification
- Hosting & Support (H&S) Affiliation
- Travel Representative Training