Tour Programs Administrator
Posting Date: 11/03/14
Closing Date: 11/28/14
Job Title: Tour Programs Administrator
FLSA Classification: Exempt
Status & Hours: Regular Full-Time, 30 hours/week
Department: Tours (#422)
Position Reports To: Executive Director
Create, develop, plan, and administer (in cooperation with all tour leaders, directors and other staff/volunteers) the A.R.E. Travel Program. Develop, evaluate and manage international and domestic tour programs consistent with the organization’s ideals, mission and strategic plan. Manage the A.R.E. Tour Program including contract negotiations with vendors, suppliers, travel agents and airlines. Responsible for creating and mailing all marketing materials, flyers, website updates, and promotional materials, to include twice-annual A.R.E. Travel brochure. Develop, implement, and manage budget and ongoing financial projections for the department. Cooperate with Development staff and programs, nurturing donors and other tour participants to create closer relationships with the A.R.E./AU/ECF.
This position acts continuously as a representative of the A.R.E. as an organization and spokesperson for travel department. The Travel Programs Administrator will also be connecting with the general public as a representative of tours while projecting ARE’s work in a positive image as reflected by the philosophy of the key principles in the Edgar Cayce readings.
Responsibilities (include but are not limited to):
Evaluate and plan annual A.R.E. Tours travel programs and content requirements.
- Incorporate evaluations and supervision of past programs into future planning.
- Through continuous communication with tour leaders, directors, other staff, and participants, identify tour leaders and prospective tour leaders and resource people - provide coaching, encouragement and supervision as needed.
- Plan travel itineraries to provide participants with excellent content and exceptional spiritual and/ or sacred experiences consistent with the ideals and purposes of the Edgar Cayce readings and consistent with ARE’s strategic intentions.
- Manage all travel programs from pre-planning to post-travel.
- Research all vendors, suppliers, destinations; negotiate travel packages, pricing; ensure logistical follow-through.
- Maintain appropriate insurance requirements; keep abreast of all guidelines and regulations that govern non-profits in travel.
- Supervise the travel arrangements, safety, and wellness of all participants and resource personnel on every A.R.E. Tour program.
- Responsible for preparation and creation of quality handouts and materials for tour programs participants, and events;
- Coordinate with Production Department in the preparation, creation, and mailing of all marketing materials, flyers, website updates, and promotional materials, including the twice-annual A.R.E. Travel brochure.
- Promote awareness of A.R.E. Tours throughout the organization, the Regions, Urban Centers, volunteer structures, and through public forums.
- Responsible for internal communications of all A.R.E. tour programs to IT, Venture Inward, Customer Service, Visitor Center, other Regions and Urban Centers; oversee set-up of all department programs and smart codes into Aptify
- Accompany an ARE tour as logistics facilitator and/or speaker if needed.
- Develop, implement, manage, and achieve the goals of the annual budget.
- Receive and promptly respond to all inquiries, questions, concerns, and comments from both inquirers and registered travelers.
- Process all payments in Aptify.
- Update and maintain tour program files
- Perform other related functions not specifically described and as assigned.
Required Education and Experience:
- Bachelor’s degree in public relations, administration or related field;
- Two or more years’ experience in travel planning or closely related program planning, customer service field, supervisory experience in a customer service related field preferred;
- Two or more years’ experience in program finance including budget development and management required; or
- An equivalent combination of related education and experience in public relations/communications related field
Required Knowledge, Skills, and Abilities:
Knowledge of philosophy and acceptance of the key principles in the Edgar Cayce readings, particularly kindness, active patience and a service orientation required.
- Strong time-management and multi-tasking skills with the ability to manage competing deadlines
- Excellent problem solving, written/verbal communication skills and listening skills required to exchange information with a variety of individuals
- Must demonstrate strong skills in tact, diplomacy and objectivity combined with action orientation tempered with flexibility and patience
- High level of computer proficiency skills required, including Microsoft Office (Outlook, Word and Excel specifically) and Access; experience with Aptify preferred and/or additional software/networks.
- A high level of initiative, attention to detail, and excellent organizational skills required
- Ability to communicate the written and spoken word with tact, diplomacy, and authority when necessary; genuine appreciation in working with diverse audiences
- Exemplary interpersonal skills, especially with ARE members, tour leaders and participants required
- Demonstrated ability to set priorities using good business practices and high-level independent judgment, discernment and decision-making required
- Ability to work well under pressure with multiple priorities, deadlines and distractions with minimum supervision
- Demonstrated ability to organize, develop, coordinate and execute travel plans using good business practices and high-level independent judgment, discernment and decision-making required.
- Strong team orientation, team participation and leadership skills required
- Knowledge and skill in program/budget development required
- A high degree of analytical ability is required.
- High degree of emotional intelligence and maturity – demonstrating adaptability, engagement, and enthusiasm.
- Good public and motivational speaking skills desired.
- Fluency in a major language in addition to English (Spanish, French, and/or Chinese) is desired.
- A good sense of humor.
Special Job Requirements:
Ability to work a flexible schedule including some evenings and weekends on occasion.
- Ability to travel internationally; current/updated passport required for foreign travel.
- Ability to accompany an ARE tour as logistics facilitator and/or speaker if needed.
- On-call availability during all trip departures is required.
Scope and Impact of the position:
This position acts continuously as a representative of the A.R.E. as an organization; must project a positive image as reflected by the philosophy of the key principles in the Edgar Cayce readings
- Effective performance of this position is critical; position has a major effect on revenues and significant financial contribution to the organization.
- Good physical stamina is necessary, as position may require travel; individual must be up for the rigors of plane and tour travel
- The ability to move between buildings on uneven ground and to use staircases in historical buildings without elevators is required
- Must be able to perform physical activities, such as, but not limited to, occasionally lifting up to 20 lbs.