Homestay Placement Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This position is 0.5 FTE with a flexible schedule based on business needs.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

Under the direction of the Homestay and Accommodation Manager, this position is responsible for implementing the Homestay program for international students enrolled in the English Language Institute (ELI).

The incumbent will interview, place and advise students while they live and study in Vancouver.

Coordinates the vetting and selection of host families, visits potential host family homes and exercises judgement in determining their suitability. This position requires a certain amount of flexibility to work outside typical office hours.

Organizational Status

Reports to the Homestay and Accommodation Manager.

The position will be primarily based at the Continuing Studies Building at the UBC Point Grey Campus in Vancouver.

Work Performed

Responsible to provide advice in the development or suggest modifications of the homestay program for ELI students. Reviews and adheres to program policies and advises the Homestay and Accommodation Manager of ongoing host family and student requirements. Must have a thorough knowledge of the Host Family Handbook and Host Family Application in order to communicate them to possible applicants and apply them in the decision-making process.

Coordinates recruitment and selection of host families to accommodate students within the Homestay Program. Conducts initial interviews with potential hosts, ensures they understand the obligations, responsibilities, and commitment associated with being a host family and determines suitability of prospective families by asking pertinent and probing questions. Must be able to tactfully refuse a family that is unsuitable for hosting ELI students and resolve any potential conflict.

Explores the accommodation needs of each student and matches students with appropriate host families. Provides first-level advice to ELI students and selected families for participation in the program.

Reviews and completes all the necessary paperwork sets up a file for each family and maintains detailed information into the OASIS database.

Manages the Homestay Program Orientations attended by host families and students. Provides opportunities for students and families to evaluate their Homestay Program experience, gathers feedback, and provides recommendations for improvements. Provides advice to families and students in the exploration and resolution of problems. Arranges for changes in accommodation as necessary. Assesses the ongoing suitability of families for the program.

Attends program functions as needed, and represents homestay at group activities on campus. Welcomes and consistently mentors group chaperones who accompany students while they attend the program as necessary.

Performs required administrative duties for the Homestay program, including management of the homestay database information, host payment, and coordinating the logistics of airport transportation for incoming and outgoing students.

Participates in meetings with other ELI administration and program staff.

Provides backup coverage for the Homestay and Accommodation Manager. Other duties as required.

Consequence of Error/Judgement
Errors in judgement and poor decision-making may impact the image of ELI and UBC in Vancouver and internationally. Recruiting and selecting inappropriate homestay families and placing students in inadequate homes may result in additional relocation costs. In extreme situations, this could result in students dropping out of the homestay program or being placed in precarious situations. Homestay problems that are not handled with empathy and sensitivity can lead to misunderstandings and anger. Communication with homestays and students requires tact, compassion, and understanding of all the cultural and educational challenges an international student will experience.

Supervision Received
Works closely and under the general guidance of the Homestay and Accommodation Manager regarding planning and development of policies and strategies. Work is evaluated on soundness of judgement and conformity with policy.

Supervision Given
No supervision required.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Preferred Qualifications

Undergraduate degree in a relevant discipline. Degree in ESL/EAL, intercultural counseling or social work preferred. Minimum of two years’ experience or the equivalent combination of education and experience. Two years’ experience required in cross-cultural communication, ESL/EAL, counseling or a related field required. Tact, discretion and sensitivity in dealing with people from diverse backgrounds. Ability to use judgement in making recommendations for selection of suitable families. Ability to write clear, concise and accurate summary notes. Excellent communication, time management and organizational skills required. Must be a self-starter. Prior experience speaking in front of large groups preferred. Must have a thorough knowledge of accommodation policies and a demonstrated interest in, and empathy for the needs of learners of English. The ability to work flexible hours including evenings and weekends required. Experience working with Microsoft Word, Excel, PowerPoint, Outlook, and databases.

Demonstrated ability to keep abreast of developments and trends in relevant areas and a commitment to continuously adding to their knowledge base and skills. Personal attributes of an ideal ELI Team Member: high level of honesty and integrity, robust work ethic and accountability, demonstrated initiative, adaptability in a rapidly changing landscape, a creative and curious problem-solver, commitment to engendering a harmonious work environment and strong emotional intelligence.