Employment
Support and Supervision Manager
PAX is currently seeking a Support and Supervision Manager to join our high school exchange program team. This position provides support to high school exchange students who are struggling with serious disciplinary issues or mental health issues or who are having significant difficulty adapting to American culture or host family life. As such, the incumbent will manage disciplinary and other supervision cases, gather information, prepare recommendations, and document decisions. They will also draft incident reports, student file notes, probation and disqualification letters, and other reports in addition to reviewing monthly student reports and following up on any issues noted.
PAX has offices in downtown Seattle, WA and in Port Chester, NY (conveniently located a short walk from the Port Chester Metro-North rail station, 50 minutes from Grand Central or 15 minutes from Stamford, CT). Many PAX employees work remotely from home, and the successful candidate may choose to work remotely full time or to work from the Port Chester or Seattle office.
Key Responsibilities:
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Provide support to the exchange program team on student supervision cases that involve serious disciplinary issues, mental health issues, medical issues, allegations of abuse, or ongoing adaptation issues that have not resolved after initial interventions from the student’s local coordinator and regional director.
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Manage disciplinary and other supervision cases to resolution; gather relevant information from all parties involved, coordinating efforts with other team members; prepare recommendations consistent with program policies and regulatory requirements; coordinate disciplinary committee meetings; document decisions accurately and ensure student case files and other records are properly maintained and organized.
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Draft incident reports, student file notes, probation and disqualification letters, and other reports as needed; ensure that communication with all external audiences demonstrates organization’s responsible management of participant support.
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With guidance from Support and Supervision Director, communicate with overseas partner organizations on student supervision matters.
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Provide 24-hour emergency on-call support to participants, sharing on-call duty with other team members.
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Provide support to students, host families, and local coordinators on student medical and insurance related issues, helping students to locate participating providers and navigate the insurance claims process in complex medical cases.
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Assist with student orientation workshops and provide field staff with training on student support and supervision-related issues.
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Review monthly student report submissions and follow up on any issues noted.
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Ensure compliance with Department of State regulations, CSIET standards, and PAX policies and procedures.
- Other duties as assigned.
Qualifications:
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Undergraduate degree and 3-5 years previous work experience required.
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Organized and detail-oriented with superior analytical and problem-solving skills.
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Strong verbal and written communication skills.
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Demonstrated ability to work productively under pressure and the ability to be flexible, adapt to changing situations, and take direction well.
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Flexibility and willingness to adjust work schedule to meet the demands of an unpredictable caseload, including the need to work on emergency cases that may arise after hours.
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Experience working with high school students preferred.
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Experience in international exchange, education, or related field preferred.
- Experience studying or living abroad or working with diverse cultures preferred.
- Familiarity with US Department of State regulations and CSIET standards governing high school exchange programs a plus.
- Computer literacy including proficiency in use of MS Office applications and experience using database systems.
Salary Range:
$50,000 - $60,000
Benefits:
The benefits package includes health, dental, vision, and life insurance in addition to a 401k match program, PTO, parental leave, and a generous holiday schedule.
Application Instructions:
Please submit cover letter and resume together with salary requirements to compliancejobs[at]pax.org. In the subject of your email, please write “Supervision Manager." Please note that all required materials must be submitted in order for your application to be considered.
Sponsored Programs Specialist
PAX is currently seeking a Specialist to join the Sponsored Programs office and assist in the day-to-day administration of U.S. Department of State funded grant programs YES and FLEX.
Overview
As part of the Sponsored Programs Team, the position will provide integral behind-the-scenes administrative support for the Sponsored Programs department. The position has responsibilities related to tracking and collecting data and documents, reporting, reviewing student applications and medical records, serving as the primary contact on all inbound/outbound scholarship student travel matters, administering student monthly surveys, tracking student volunteer hours, and overseeing specific Sponsored Programs activities such as Student of the Month (SOM), student participation at Better Understanding for a Better World conference (BUBW), etc. In addition, the position provides support to students, host families, and PAX local coordinators on student medical and insurance-related issues. The position offers the opportunity to work in a fast-paced yet friendly company culture, learn about international education and other cultures, and work with a wide network of diverse volunteers across the country, all while providing customer service-style support, technical assistance, and generally helping the team run smoothly.
Location
PAX has offices in downtown Seattle, WA, and in Port Chester, NY (conveniently located a short walk from the Port Chester Metro-North rail station, 50 minutes from Grand Central, or 15 minutes from Stamford, CT). Many PAX employees work remotely from home and the successful candidate may choose to work remotely or work from the Port Chester or Seattle office. Employees wishing to work remotely must be able to fulfill the following conditions:
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Ability to maintain a secure and appropriate personal work environment for day-to-day work
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Access to strong and reliable internet access
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Ability to adhere to PAX’s data security policies and protect sensitive and personally identifiable information
Key Responsibilities:
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Provide administrative and project assistance to the Director of the Sponsored Programs. Serve as back-up in absence of the Sponsored Programs Director and fulfill requests as able.
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Organize and maintain department files. Prepare spreadsheets for tracking USDOS-required community coordinator reports (quarterly, mid-year, re-entry orientation). Track and log host family changes, and prepare and update participant spreadsheets. Track submission of IEW projects and community service hours for certification for eligible students. Collect/collate/summarize related data and edit documents as requested by the Director of Sponsored Programs.
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Serve as the point person on all inbound/outbound travel matters; Be familiar with travel websites. Enter sponsored student flights into the PAX database and ensure host families and coordinators receive and confirm travel information.
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Assume full responsibility in overseeing specific projects such as Student of the Month (SOM) submission and facilitate the participation of students at the Better Understanding for a Better World (BUBW).
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Provide support to students, host families, and local coordinators on student medical and insurance-related issues. Help students and host families locate participating providers and answer questions about their insurance coverage.
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Assist the PAX Support & Supervision Team during medical crisis cases by helping to secure medical, dental, and/or mental health appointments for students.
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Assist students and host families in navigating the insurance claims process. Follow up with providers and insurance companies to ensure that claims are processed promptly.
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Review sponsored student immunization reports and compare them to state school attendance guidelines. Follow up with partner organizations on missing documentation or clarification of immunizations. Provide additional support to host families and coordinators to ensure schools have the correct immunization information.
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Assist the admissions office in reviewing scholarship student applications; Serve as the main point of contact for student documents uploaded into the AIS database. Track missing documents and obtain them. Ensure that updated information is recorded and made available in PAX’s database.
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Track submission of monthly and quarterly student surveys. Review surveys within one week of submission and follow up with Regional Directors and Supervision team on any concerning responses.
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Provide assistance with other projects and duties as assigned.
Qualifications:
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Bachelor’s degree, preferably in Education, International Studies, Communications, or a relevant field of study related to this position. Previous international/intercultural experience is strongly preferred.
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Previous experience in dealing with health insurance companies and medical providers.
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Highly organized; meticulous attention to detail; self-directed on work initiatives.
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Ability to manage a large and diverse workload with competing priorities and deadlines, set up processes, systems, and workflows, and ensure adherence to procedures and follow-up.
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Proven strong skills in office technology, ability to use Excel, PowerPoint, and database software is essential; capability in navigating collaboration tools and platforms such as SharePoint, and Microsoft Teams; experience using Zoom and other online learning tools such as Nearpod, Kahoot!, etc.
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Demonstrate consistent respect for others’ opinions, the ability to listen well, communicate clearly, and work constructively with colleagues at all levels as well as with external partners.
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Excellent written and spoken communication in English, ability to write clearly and concisely, and edit documents as required.
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Excellent interpersonal, research, analytical, organizational, and problem-solving skills is required as well as the ability to handle sensitive matters discreetly.
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Demonstrated ability to work productively under pressure while maintaining a positive attitude and providing exemplary customer service.
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Work collaboratively with other team members and departments to help resolve issues.
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Comfort collaborating cross-functionally through matrix management.
Salary Range:
$40,000 - $45,000
Benefits:
The benefits package includes health, dental, vision, and life insurance in addition to a 401k match program, PTO, parental leave, and a generous holiday schedule.
Application Instructions:
Please submit cover letter and resume at sponsored(at)pax.org with subject header that reads: Sponsored Programs Specialist + Your Full Name. Cover letter and resume should be submitted as attachments in PDF or Word format. Please note that applications without a cover letter will not be considered.
Applications will be considered on rolling bases and decisions will be made as soon as an appropriate candidate is identified. Only candidates selected for interviews will be contacted. You can also apply via Indeed.
Compliance Manager
PAX is currently seeking a Compliance Manager to join our high school exchange program team. This position oversees the regulatory compliance function for PAX exchange programs, managing a small team of compliance staff members and working with other PAX teams to ensure that these functions serve the overall goals of the PAX program. (Candidates without previous management experience may also be considered for a similar Senior Compliance Specialist role that does not include staff management responsibilities.)
PAX has offices in downtown Seattle, WA and in Port Chester, NY (conveniently located a short walk from the Port Chester Metro-North rail station, 50 minutes from Grand Central or 15 minutes from Stamford). Many PAX employees work remotely from home and the successful candidate may choose to work remotely full time or to work from the Port Chester or Seattle office.
Key Responsibilities:
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Manage and implement PAX compliance systems consistently to ensure that PAX program operations are fully compliant with U.S. Department of State (USDOS) regulations, CSIET standards, and other rules governing PAX program operations.
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Manage a small team of 2-3 staff members, including compliance specialists and senior specialists, managing workloads, overseeing the quality of work produced by the team, and ensuring that all departmental objectives are met.
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Develop and maintain internal systems for receiving, filing, and accessing paperwork related to placement and supervision of PAX exchange students; generate reports of placements and host family changes on regular basis and work with placement team to collect missing paperwork.
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Review host family applications and criminal background checks for community coordinators and host families, ensuring discreet handling of confidential information.
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Track student and host family orientation confirmation forms to ensure that all participants have received an orientation program as required by USDOS regulations.
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Oversee the Second Visit Representative system and ensure that all host families receive a second visit per USDOS regulations.
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Create and maintain Compliance training materials and handbooks to ensure that all compliance processes are accurately documented. Assist with training new staff members, regional directors, and field staff in USDOS regulations and compliance processes.
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Work with VP Quality to prepare for annual program and operational audits.
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Coordinate with compliance team members to provide occasional on call coverage for CBC review during evening and weekend hours for emergency host family changes during the year and key deadline periods during the placement season.
- Other duties as assigned.
Minimum Qualifications:
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Undergraduate degree and minimum of 3-5 years experience in international relations, education, nonprofit management or related field required; previous compliance experience and/or experience with USDOS regulations preferred.
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Organized and detail-oriented with strong analytical and problem-solving skills.
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Strong verbal and written communication skills.
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Demonstrated ability to work productively under pressure and the ability to be flexible, adapt to changing situations, and take direction well.
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Previous management experience required for Manager position. (Candidates without previous management experience may be considered for a Senior Compliance Specialist role.)
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Flexibility and willingness to adjust work schedule to meet the demands of an unpredictable caseload, including the need to provide occasional on call CBC coverage for key placement deadlines and emergency host family changes.
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Previous international/intercultural experience preferred.
- Computer literacy including proficiency in use of MS Office applications and experience using database systems.
Salary Range:
$50,000 - $60,000
Benefits:
The benefits package includes health, dental, vision, and life insurance in addition to a 401k match program, PTO, parental leave, and a generous holiday schedule.
Application Instructions:
Please submit cover letter and resume together with salary requirements to compliancejobs@pax.org. In the subject of your email, please write "Compliance Manager." Please note that all required materials must be submitted in order for your application to be considered.
Community Coordinator
PAX is currently hiring for the position of Community Coordinator (local representative) in communities nationwide. This independent contractor helps host families and high schools throughout the continental U.S. share their America with exchange students from more than 70 countries by:
- Arranging semester and academic year homestays and high school enrollment for exchange students.
- Generating interest in the local community.
- Holding orientations for both families and students.
- Guiding young, international visitors through personal and cultural adjustment.
- Providing friends and neighbors in their community and the young people they host with positive, life-changing exposure to new cultures.
Ideal candidates will have the following experience, characteristics, and attributes:
- Have parented or worked with teens for three or more years.
- Bring experience from education, sales, or youth counseling.
- Are optimistic, motivated, flexible self-starters.
- Possess excellent communication skills.
- Enjoy a strong network within their community.
