Youth Policy Institute

  • Field Trip & Event Program Specialist

    Job Locations US-CA-Los Angeles
    Job ID
    # of Openings
    Job Type
    Regular Full-Time
  • Overview

    The Youth Policy Institute (YPI) is seeking a full-time Field Trip and Event Program Specialist for its Expanded Learning department (EXL). The Field Trip and Event Program Specialist will be responsible for the coordination of all EXL field trips. The Field Trip and Event Specialist will also support with the coordination of EXL department-wide events. This position reports to the Assistant Director. 
    Responsibilities may include but are not limited to: 


    • Research and negotiate low-cost or free opportunities for out-of-school events and fieldtrips.
    • Negotiate group pricing and handle all reservations related to EXL field trips and events.
    • Create library of approved field trip destinations with pertinent destination details.
    • Draft excursion itineraries, that are age appropriate, for high volume EXL field trip destinations.
    • Train new EXL staff on field trip processesand procedures.
    • Review bus requests and support with data entry related to bus reservations for EXL field trips.
    • Update field trip tracking system with all relevant updates on an ongoing basis. 
    • Verify order information for accuracy prior to placing orders and/or making reservations.
    • Assist with the coordination of logistics related to EXL department-wide events.
    • Coordinate bus reservations with various bus companies.
    • Inform EXL staff of bus confirmation numbers and details in a timely manner.
    • Handle daily phone calls related to bus issues. 
    • Work with Regional Supervisors to ensure that all paperwork required to pay vendors is submitted by EXL school sites in a timely manner.
    • Assist with the preparation of purchase and check request documents in order to process payment for field trips and other EXL events.
    • Serve as liaison with various bus companies regarding invoicing and payment.
    • File copies of submitted orders and track payment progress.
    • Provide regular status updates and communicate needs and/or concerns to department staff.
    • Collect field trip photos and prepare social media content.
    • Prepare reports, as needed.
    • Other duties as assigned.


    • Bachelor’s degree required; extensive field experience may substitute degree.
    • Minimum of two years of relevant work experience(field trip planning/coordination, experiential programs for youth, etc.) 
    • Passion for experiential learning.
    • Strong attention to detail.
    • Excellent analytical and organizational skills.
    • Ability to operate with minimum supervision.   
    • Excellent time management skills. 
    • Ability to prioritize and deliver planned results in a fast-paced environment.  
    • Proactive communicator, problem solver and goal oriented.  
    • Deadline-oriented with the ability to multitask and handle various projects and responsibilities. 
    • Ability to work with varied populations, such as vendors and colleagues. 
    • Ability to establish relationships and work cooperatively with vendors.  
    • Ability to think critically and strategically. 
    • Strong written and verbal skills. 
    • Ability to adapt rapidly in response to changing information or funding needs. 
    • Strong computer skills in MS Office.
    • Ability to establish and maintain positive working relationships with others, both internally and externally.
    • Must pass a criminal background check (Live Scan fingerprinting) prior to beginning employment. 
    • Must present proof of negative Tuberculosis skin test (Mantoux) prior to beginning employment dated within 60 days.  
    • Access to reliable transportation to transport training materials to various sites.  If applicable, will be required to provide current driver’s license, proof of acceptable driving record (current H-6 DMV printout), and proof of liability auto insurance.

    Work Schedule

    • Full-timehours, will be required to be on-call with no waiting period on weekends, early mornings and/or evenings. 


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