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Community Representative for Au Pair Program - Nashville, TN

Company: American Institute For Foreign Study
Location: Nashville
Posted on: April 2, 2024

Job Description:

Job DetailsJob Location APIA - Nashville, TN - Nashville, TNPosition Type Part Time - Description JOB DESCRIPTION NEWLY HIRED COMMUNITY COUNSELOR

Upon hiring, the community counselor will undergo a comprehensive training program designed to provide a thorough overview of the APIA program and training specific to the community counselor role.

Essential Functions:

1. Attend a one-day face-to-face ( virtual or in -person) training that will be conducted by the Field Representative

2. Attend all required new-hire training webinars as scheduled, averaging 30-60 minutes in length.

3. Communicate weekly with your Field Representative for the first 8 weeks, 7 weeks of which will have topic specific discussions.

4. Communicate with your Regional Program Manager as needed.


Summary/Objective: The Community Counselor promotes the Au Pair in America program and supports the host family/au pair relationships that reside in the community counselor's assigned geographic cluster area. The Community Counselor is responsible for monitoring the Host Families and Au Pairs adherence to the APIA program policies and regulations governing the au pair program as promulgated by The Department of State. The Community Counselor agrees to abide by government regulations, program policies and guidance directives as set for by AIFS and the APIA program.

Essential Functions:

1. Read and comply with the responsibilities outlined in the United States Department of State Regulations that pertain to community counselor role, namely 22 Code of Federal Regulations 62.31 (copy of regulations enclosed for your review). The duties listed below comport with such responsibilities.

2. Agree to service families within the counselor's assigned geographic area and notify the regional program manager if any portion of the assigned area is greater than a one hour driving time of the counselor's home office. Act on APIA's behalf in both routine and emergency matters arising from a placement.

3. Conduct an in-person interview with all new and reactivating families, meet face-to-face with all adult members living in the home, and discuss the services provided by the APIA program and that of the Community Counselor. In the course thereof, the Community Counselor will reference the regulations governing the program, including the maximum number of hours of 10 per day and per week the au pair (45 hours) or EduCare participant (30 hours) can provide child care to the host family's children or legal guardians. The Community Counselor will evaluate the host family's expectations and assess whether they are appropriate for the services provided by the program, as well as view the private bedroom intended for the au pair to ensure it is appropriate and meets local fire code standards.

4. Separate from the above interview, conduct a face-to-face orientation for all new and reactivating host families before the arrival of the au pair, and conduct an orientation for repeat host families as needed.

5. Contact the au pair and host family within 48 hours of arrival in the host family, and supplement the orientation program as directed if an au pair missed any portion of the formal orientation program. In cases where the Community Counselor is not available to meet above requirement in the time frame required due to personal conflicts, the Community Counselor is to have the covering Community Counselor meet this requirement.

6. Perform a formal face-to-face assessment in the home with the host family and au pair within two weeks of the au pair's arrival and more frequently if additional meetings are called for, that will facilitate the adjustment of both the host family and the au pair to each other and of the au pair to her new community. In the course thereof, the Community Counselor will observe the au pair's relationship to the host family (both parents and children), assess child care responsibilities, reconfirm program regulations (hours, etc.), provide information on course offerings for the au pair and offer assistance and direction on class registration, and discuss cross cultural adaptation issues. In cases where the Community Counselor is not available to meet above requirement in the time frame required due to personal conflicts, the Community Counselor is to have the covering Community Counselor meet this requirement. If a host family relocates to a new home during the placement period, conduct a face-to-face in-home visit with the host family and the au pair within two weeks of the move. During the visit, view the au pair's private bedroom to ensure it is appropriate and meets local fire code standards.

7. At a minimum, have an individual two-way exchange with each au pair and one host parent on a monthly basis. Contact with au pairs rematching into a family and/or host families entering a placement following a match break must take place a minimum of twice per month for the first two months (in addition to the 48 hour and new match assessment). At three, six, and nine months into the placement, the monthly contact with the au pair is to include a "regulation check-in" to confirm compliance and provide opportunity to correct matters of non-compliance.

8. Coordinate and host an annual Host Family Day. The day may be offered in two segments at different times and must include a) cultural adaptation segment or discussion group, and b) a host family event or gathering to allow more interaction among host families.

9. Inform a regional program manager immediately of any critical situations either within office hours or outside of office hours by calling the 800 number. APIA will provide support and assistance to help resolve critical matters and handle reporting to Department of State as required.

10. Provide guidance to ensure that au pairs learn about the community where they reside, provide an opportunity for each au pair to meet others within the community, and provide the information and guidance necessary to enable au pairs to select and register for educational classes.

11. Maintain a list of educational institutions in the community and a record of the educational courses completed by each au pair during the course of her 12-month stay. In instances where the au pair is rematching out of the cluster, the Community Counselor transfers the educational documents and other related files to the Community Counselor of the cluster the au pair is transferring to.

12. In the event of an emergency, a situation where the host family is not prepared to provide accommodations, or when APIA has deemed the host family must not continue housing an au pair, the Community Counselor must provide interim room and board or find housing in the cluster community that APIA deems appropriate. The name, physical address, and telephone number of where the au pair resides must be submitted to APIA's regional program manager.

13. Complete a three month training course when first engaged, and annual training sessions as stipulated.

14. Abide by the following reporting requirements and maintain contact log and reports in data management system (Field Point):

  • Submit host family interview reports within 24 hours of conducting the interview and interview to take place not later than 14 days prior to arrival of an au pair in the home.
  • Submit match assessment reports within one week of the meeting.
  • Submit all required reports and document all contact with host families and au pairs in APIA's data management system (Field Point) at the time the contact takes place.
  • Submit completed Quarterly Cluster Summary report within 2 weeks following the end of each quarter.
  • Log information about the educational course the au pair is taking and upload education documents into APIA's data management system as instructed (Field Point).
  • Provide APIA, when requested, with an updated list of compliant educational options in the cluster community that is made available to au pair(s) before they arrive.
  • Bring to the attention of a regional program manager any instance of non-compliance with the federal regulations and/or program policies.
  • Report immediately to a regional program manager any unusual or serious situations or incidents involving either the au pair or the host family.
  • Submit the name, address, and telephone contact number for any au pair residing in a location other than with the host family.

    15. Retain:

  • Proof of education documents and other documentation related to each au pair in the cluster for three years following the au pair's departure from the program.
  • All documentation related to each host family in the cluster for three years following the host family's departure from the program.
  • Forward all documentation related to a host family or au pair who is relocating to a new cluster; forward documentation to APIA office upon request.

    16. Market the APIA program in the cluster community through a variety of activities:

  • Promptly contact families expressing interest in the program and log contact activity in APIA's data management system (Field Point). Encourage participation by conducting a face-to-face information session with prospective families before they submit their application.
  • Spread word about the program in your cluster community by: speaking with friends, colleagues, and seeking out opportunities to meet with prospective families; look for marketing event opportunities and represent APIA at the marketing event; ask for referrals; promote APIA through social media platforms and look for possible corporate partner opportunities.
  • Assist families who have applied with the selection of their au pair.

    17. Respond in a timely manner to customers and fellow work colleagues. When first joining APIA, it is expected that every effort will be made to meet face-to-face, within 30 days of starting the position, with each host family and au pair in the cluster community to introduce yourself and to describe the support you will provide going forward.

    18. Submit vacation leave request in Field Point to be approved by the RPM at least two weeks in advance. Please refer to the Field Staff Handbook for Leave policy.


    1. Self-motivated and ability to work on a flexible schedule

    2. Excellent listening and problem solving skills and ability to communicate effectively with people of many different cultures

    3. Excellent writing skills; computer literate

    Supervisory Responsibilities: N/A

    Training Opportunities: Attend annual training sessions and/or webinars as stipulated by APIA.

    Work Environment: work remotely in a home office; reliable transportation and ability to travel as required to all areas in the assigned geographic cluster region, not to exceed a one hour drive time from the home office.

    Physical Demands:

    Ability to travel as required to complete all job responsibilities, to all areas in the assigned geographic cluster region. Ability to travel by car, train and/or plane as needed; to lift supply boxes weighing up to 30 pounds; able to use email and telephone to conduct business.

    Position Type: Full or Part-Time

    Expected Hours of Work: Varies; as required to meet all reporting deadlines. Need to be responsive and available to the host families and au pairs in the cluster community as required and within reason. Record hours worked with the appropriate pay codes in an accurate and timely manner prior to the payroll week ending in the HR/Payroll system Ultimate Software (UltiPro).

    Travel: travel to all geographic locations within the assigned geographic cluster area. Ability and willingness to travel to regional meetings and or APIA conferences as required.

    Pay: You will be compensated on a fee-basis for the completion of specific activities and for supporting a local cluster of families in the Au Pair in America program. This is done through an annual servicing fee that is prorated by day and paid out over the year during the payroll period.
    Qualifications Required Education and Experience:

    1. Bachelor's degree

    Preferred Education and Experience:

    1. Minimum 5 years work experience in communications, intercultural exchange, education, social work, family counseling and/or working with young adults preferred

    2. Previous international study, work and/or cultural immersion experience preferred.

    3. Community volunteering and networking experience a plus


Keywords: American Institute For Foreign Study, Nashville , Community Representative for Au Pair Program - Nashville, TN, Other , Nashville, Tennessee

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