CAMPBELL COUNTY
GILLETTE, WYOMING

Elderhostel Coordinator

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class.  Specifications are not intended to reflect all duties performed within the job and/or department.

DEFINITION

To plan, coordinate, schedule, and market tours for the Elderhostel program.

SUPERVISION RECEIVED AND EXERCISED

Exercise technical and functional supervision over teachers, ambassadors, and bus drivers.

Receive direction from Rockpile Museum Director.

EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Important and essential duties may include, but are not limited to, the following:

1. Coordinate the program week beginning on Sunday evening and ending on the following Saturday morning to include housing accommodations, planning and arranging for meals and securing transportation.
2. Negotiate motel room, instructor, transportation and meal arrangements for each Elderhostel tour; contact prospective motels, restaurants, ranches, and transportation agents on the local and regional level to reserve specific dates and times.
3. Actively market local program offerings to the region via flyers, posters, radio, TV and newspapers; provide public presentations in order to market Elderhostel to potential local and regional Elderhostelers;
4. Evaluate facility needs, available dates and cost-related requirements for program week through telephone, personal meetings, and letters.
5. Calculate total costs and designate participant fees for each tour to ensure all costs are recovered, including Coordinator wages and all marketing fees.
6. Design and prepare the packets containing facility information, general information, lodging, restaurants, and teachers for participants.
7. Prepare catalog site and program materials while adhering to state/regional and national Elderhostel policy and due dates.
8. Work closely with regional Elderhostel office when composing script and subject for the Boston national catalog.
9. Receipt and deposit participant fees, pay all invoices in regard to Elderhostel tours.
10. Serve as the liaison for local agencies.
11. Coordinate volunteers to assist with special functions such as potluck dinners, welcoming receptions, chaperoning Elderhostelers to area sites, etc.
12. Evaluate all aspects of each Elderhostel tour to ensure future success.
13. Adhere to safe work practices and procedures.
14. Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge; serve on committees as assigned.

OTHER JOB RELATED DUTIES

Perform related duties and responsibilities as required.

JOB RELATED AND ESSENTIAL QUALIFICATIONS

Knowledge of:

• Elderhostel program.
• Principles and practices of interacting with people of all ages, especially Senior Citizens.
• Principles and practices used in interacting with the public.
• Basic budget and bookkeeping principals.
• Business contracts for obtaining motel rooms, transportation, meals and instructors at reasonable fees to keep tours affordable for Seniors.
• Senior citizen interest of regional tourist attractions for developing Elderhostel tours.
• Physical abilities of potential tour participants.
• Marketing and public presentations.
• Scheduling of transportation, motels, meals, and instructors for smooth transition of each tour.
• Principles and practices of working safely.

Skill to:

• Operate modern office equipment.
• Operate a motor vehicle.

Ability to:

• Compose budget, then plan, organize, and implement the Elderhostel week long program.
• Work with people of all ages, especially Senior Citizens.
• Interact effectively and sensitively with individuals of all ages.
• Negotiate fees and write contracts for motels, transportation, meals, and instructors for each tour.
• Attend and supervise tours.
• Make public presentations to local and regional groups promoting the program.
• Design colorful and informative brochures to market each tour.
• Supervise tour participants and respond to their needs.
• Provide physically disabled participants access to facilities and programs.
• Travel and attend regional meetings.
• Communicate clearly and concisely, both orally and in writing.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

EXPERIENCE AND TRAINING GUIDELINES:
Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Experience:

• One to two years in promotions and marketing.

Education/Training:

• Equivalent to a Bachelor's or Master's degree in education or a related area.

LICENSES, CERTIFICATES, OR REGISTRATIONS:
Must be current or obtained within a specified time frame as defined upon employment.

• CPR
• First Aid
• Valid driver's license.

WORKING CONDITIONS:
Essential duties require the following:

Working Environment:

• Minimal exposure to undesirable working conditions or exposure. Ability to work flexible hours as needed.

Physical Activities:

• Essential functions require maintaining physical condition necessary for moderate physical activity such as standing, sitting, walking, kneeling, and lifting an average of 30 lbs.