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Expeditions Coordinator II

Summary:
Mission / AuthorityThis person will successfully initiate, lead, coordinate, manage, recruit and/or supervise Young Life or other short-term service trips. Continued encouragement will be given by the Expeditions director for this person to continue as a coordinator and developer of new or existing international Young Life areas.

Ministry Functions:
Spiritual Development – “Following Jesus.” Includes: Prayer and spiritual disciplines, fellowship, growth and health and church relationships.
Maintain a genuine and sincere commitment to understanding God’s Word and the disciplines of personal and corporate prayer.

Seek out and maintain relationships and disciplines, in the context of active participation in a church community, that lead to a vibrant spiritual life.

Actively participate in the spiritual life of the Young Life community.

Lead teams and individuals in spiritual development.

Develop a yearly personal growth plan that fosters a vibrant spiritual life, including time for solitude, retreat, reflection, prayer and Scripture reading.

Leadership Development – “Equipping leaders, committee and staff.” Includes: Key volunteer care, recruiting, teambuilding and training, supervision and vision casting.
An EC II will serve as a Regional or Divisional Information Developer
Provide and/or help create promotional materials for all potential trip leaders.

Promote Expeditions and your particular Region or Division within the mission of Young Life and other like-minded entities including churches, schools, and businesses.

Be prepared to share the Expeditions mission and vision to large and small audiences in a variety of venues. Utilize Expeditions promotional tools to their fullest extent.

Maintain, update, revise and develop resources relevant to the countries for which trips are being coordinated.

Work with Expeditions central office and/or contracted web designers to keep the Young Life Expeditions website and all social media outlets up to date.

Act as the logistics coordinator with potential or scheduled service teams, team leaders and host countries

The EC II assume the primary role of communicating with and equipping the Trip Leader(s) (TL) preparing to serve in their respective regions. This will include, but not be limited to the following:

Assist the Young Life Expeditions ministry by assuming and executing administrative and development tasks associated with helping prepare, deploy and follow up with service teams to one or more Young Life International countries/regions.

Field and answer questions about the host country including ground logistics, accommodations, itinerary, service projects, finances, travel and safety, etc. If the EC does not have this information, they will gather it from the Young Life Expeditions office or via direct communication with the respective country divisional vice president, regional directors or field staff in the hosting country.

Guide the TLs through the travel process to include the following:

Connect them with the Expeditions contracted travel agents or, if they choose to use their own, provide them guidelines for arrival and departure.

Keep the Young Life Expeditions central office up-to-date on the team’s travel set-up, especially if the team is raising funds for their airfare through the Young Life Expeditions office, who will then make the payment for them.

Inform TL of travel-related deadlines.

Monitor the ISOS Web site in regards to safety issues in host countries and registering all trip profile information with the ISOS Travel Locator Service.

Conduct post trip evaluations with the TLs either via e-mail or phone.

Resource Development – “Fueling the ministry.” Includes events, major donor care, public relations (branding) and TDS team.
At a minimum, during the first two years, the EC is expected to raise a significant portion, if not all, of his or her funding. Beginning in year two, some funding will be generated by participating service teams to help supplement personal fundraising.

A percentage of either operating budget and/or administrative donations from participating teams will be directed to the central Expeditions office for supervisory or support.

There will also be shared costs of projects that promote the Expeditions brand ie. promotion video, website, brochures and other promotional materials.

An EC II will strategize with the Expeditions director and the respective vice presidents for target region(s) with regards to creating and nurturing potential long-term ministry partners. This could include churches, Young Life areas, individuals, etc., who might be “invited” to consider ways they can support the hosting ministry/country/region beyond the short-term experience.

An EC II may be asked to assist in funding plans for the greater Expeditions mission, projects or specials funds.

An EC II may be asked to work with Development staff to create a follow up engagement strategy. There may be opportunities for direct fundraising on behalf of the countries and regions you are serving.

Direct Ministry – “Proclaiming and modeling.” Includes contact work, club, Campaigners and camp.
An EC II must have a deep understanding of Young Life’s core values and principles and it’s preferred that they have previous experience in Young Life’s direct ministry as staff or volunteer.

An EC II may choose to serve in their local Young Life area in a volunteer capacity but it is not a requirement and cannot distract from the core functions of their role.

An EC II is encouraged to integrate and serve the local area and region.

Act as the liaison with respective hosting country staff

Consistently communicate with in-country staff responsible for helping coordinate service teams in the host country. This will include the following types of information exchange:

Confirm dates of a team’s arrival and departure.

Discuss budget, travel safety issues and other key elements to a team’s time of service.

Keep the in-country staff up-to-date on team size and demographics etc.

Inform the in-country host of any special issues involving the team, e.g., any dietary needs, special labor skills, medical needs, etc.

Perform a post-trip evaluation with the in-country host via e-mail, phone or in person as is possible.

May choose to serve in their local Young Life area in a volunteer capacity but it is not a requirement and cannot distract from the core functions of their role.

Encouraged to integrate and serve the local area and region.

Ministry Support – “Taking care of business” Includes accounting, administration, communication (internal);
The Ministry Support Core function is multi-faceted and may include the following roles:

Accounting
Responsible to keep accurate financial records through the Expeditions trip management system and have an understanding of Expeditions and Young Life’s financial systems. They need to coach their respective trip leaders through the trip management process and to receive and process their team’s donations and/or employ volunteer or part-time paid administrative assistance with some of these tasks. This process will include the following procedures:

Receive donation checks, online gifts and internal transfers for a team.

Keep a record of the donations via Managed Missions

Mail donations in batches to the Young Life Service Center.

Reconcile team’s records in Managed Missions with Service Center reports.

Keep the central Young Life Expeditions office updated with all team’s funding status via their system.

Data Management
Provide the central Expeditions office necessary data regarding team demographics, finances, dates of travel for reporting purposes throughout the year

Know and utilize Expeditions systems well. Ensure Trip leaders are well informed and equipped with all required training and paperwork.

Send respective TLs all relevant documents to include any or all of the following:

Service team guidelines, fundraising guidelines, packing lists, cross-cultural training, travel safety information, recommended shots and immunizations and spiritual preparations packet, etc. All of these documents will be provided to the EC by the Young Life Expeditions central office.

Travel Coordination and Team Logistics
Work with travel agents, trip leaders or participants as well as hosting staff to ensure the best flights, airfare, and schedules.

Maintain and adhere to all required deadlines for information and finances.

Be available to handle and field logistics questions from with trip leaders as well as trip participants and their families.

Work with outside vendors as it relates to travel, insurance, and risk management.

Training
Initial and sustained training at the direction and supervision of the Young Life Expeditions director. Training will involve at least two or more annual trips to the director’s work location or a neutral meeting location. The costs of these meetings and trainings are part of the EC’s operating budget.

Attend the All Staff Conference every four years.

Attend staff conference held in the countries/regions that host service groups;

An EC II may be asked to enroll in the Young Life’s training department courses as it relates to their job.

Participate in other related training as deemed appropriate by the Director or other Young Life supervisors.

The EC I will need to be well versed in the areas of cross cultural service and issues. They may opt to seek further training in or outside of Young Life’s training as it relates to short term service and other issues of cross cultural engagement.

The EC I must follow current events, especially regarding safety and travel issues in the respective countries/regions.

Education:
College degree preferred.

Qualifications Required for the Job:
The following are specific skills, gifts and abilities that are required in order to do the job well and successfully:
Highly gifted and capable in administrative work and/or ability to hire someone to assist with administrative duties.

Significant amount of experience participating in, leading and coordinating short-term mission trips.

Reliable at responding to e-mail and phone calls. (When not traveling, ideally respond within 48-72 hours, even if requested information is not available yet; or delegate someone who can be available during this time.)

Relationally gifted. Good at working with people and diffusing potentially stressful situations; ability to stay calm in the midst of potential administrative chaos.

Be available 24-7 for emergencies while a team is serving in the field.

Demonstrates high integrity with regards to financial matters.

Respectful of authority and open to appropriate and clarified accountability.

Deeply passionate about international ministry, increasingly knowledgeable about the country or countries in which Young Life Expeditions are involved with.

Willingness to work under the guidance of the respective International vice president(s), national directors and field staff for countries/regions being served.

Job Specific Working Conditions:

Note: The anticipated salary for this position can range from $50,000-$62,580 depending on relevant education, experience, and location.

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