Night Chaperone Coordinator

Job Description:

The Night Chaperone Coordinator is a seasonal position (up to 25 hours per week), running from January to June. This role is responsible for managing the onboarding process for new hires, overseeing scheduling, coordinating with contractors, ensuring policy compliance, and maintaining clear communication with on-site teams. The Night Chaperone Coordinator plays a key role in the smooth operation of our night chaperone program, prioritizing the safety and satisfaction of all participants.

Responsibilities:

• Lead Onboarding: Manage the onboarding process for new night chaperones, including sending welcome emails, collecting availability, and scheduling training shifts.
• Schedule Management: Oversee the scheduling of night chaperones, ensuring adequate coverage for all shifts.
• Contractor Coordination: Schedule contractors as needed, review best practices, and distribute the WorldStrides Night Chaperone Documents to contractors for agent distribution.
• Invoice Processing: Ensure contractor invoices are accurate, approve them, and submit them to accounts payable for processing.
• Weekly Communication: Send out weekly schedules to On-Site Coordinators, and notify them of any schedule updates.
• Training Participation: Assist with and attend the annual night chaperone training to ensure all chaperones are adequately prepared for their roles.
• On-Call Policy Compliance: Ensure compliance with the On-Call Policy as outlined by Human Resources. Respond to any on-call situations within 15 minutes, clock in only for hours worked, and track tasks for process improvement.
• Hotel Visits (DC-based Coordinator): Coordinate with the Manager to schedule visits to hotels to deliver supplies, training materials, and perform quality assurance/compliance checks.
• Meeting Attendance: Attend individual and team meetings as scheduled, ensuring alignment on team goals and projects.
• Other Duties: Perform additional tasks as assigned to support the team and ensure smooth operations.

Qualifications:

• Proven experience in scheduling, coordination, or a related administrative role.
• Strong organizational and communication skills, with attention to detail.
• Ability to work independently and manage multiple tasks simultaneously.
• Comfortable handling confidential information and maintaining compliance with company policies.
• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint) and scheduling software.
• Ability to be flexible and adapt to changing needs in a fast-paced environment.
• Availability to attend occasional meetings and on-site visits, especially for DC-based coordinators.
• Ability to Work Well with People: Must have excellent interpersonal skills and be able to collaborate effectively with team members, contractors, and external partners, ensuring smooth communication and positive working relationships.