Summer Programs Travel Coordinator
Organization: Minds Matter Houston
Location: Virtual (with periodic check-ins during Saturday sessions)
Time Commitment: 2–3 hours per week (Flexible; higher activity in April–June during travel booking)
About Minds Matter Houston
Minds Matter Houston transforms the lives of accomplished high school students from low-income families by broadening their dreams and preparing them for college success. Through a rigorous three-year mentorship program, academic instruction, and summer enrichment opportunities, 100% of Minds Matter graduates are accepted to four-year colleges and universities.
About the Role
As the Summer Programs Travel Coordinator, you will play a crucial logistics leadership role in making college dreams a reality for our high school scholars. Every summer, our high-achieving juniors and sophomores travel to top-tier university summer programs across Texas and the United States—including institutions like Harvard, Yale, MIT, Duke, Cornell, Syracuse, Rice, and Baylor.
While parents typically handle local ground transportation for sophomores attending Texas programs, junior scholars attend national residential programs requiring flights, ground shuttles, and precise itinerary management. As Travel Coordinator, you will oversee all logistics from flight booking to program check-in/check-out, ensuring our students travel safely, seamlessly, and within budget.
Key Responsibilities
Flight & Itinerary Booking: Research and book round-trip airfare out of Houston airports (IAH/HOU) for junior students attending out-of-state summer programs.
Baggage & Extras Management: Ensure checked bags are added to flight reservations for both departure and return legs.
Ground Transportation Coordination: Arrange reliable ground transportation between destination airports and university campuses, including airport shuttles, program-provided transport, or private cabs.
Check-In & Logistics Tracking: Gather and maintain accurate program check-in/check-out dates, dorm arrival windows, flight numbers, and travel confirmation codes in the Summer Programs Master Tracker.
Budget & Expense Management: Track all travel expenditures against established budget limits (airfare, ground transit, checked bag fees, student cash stipends, and parent/volunteer mileage reimbursements). Maintain receipts and submit expense records.
Parent & Student Communication: Distribute comprehensive travel itineraries, flight details, and emergency contact procedures to students, parents, and mentors prior to departure. Collect signed parental consent forms.
Real-Time Travel Support: Serve as the primary point of contact during travel days to monitor flight statuses, assist in the event of flight delays or rebookings, and ensure safe check-in at destination dormitories.
Time Commitment & Seasonal Timeline
This flexible, remote volunteer position requires approximately 2–3 hours per week, with activity peaking during the spring travel booking window:
Fall Semester (Sept – Dec): Attend bi-weekly virtual team meetings; review anticipated travel budgets and student program wishlists.
Spring Semester (Jan – April): Attend weekly virtual team meetings; collect travel consent forms, track admissions decisions, and map out travel schedules.
Peak Travel Booking (April – May): Book flights, reserve ground shuttles, add checked bags, and issue student travel stipends.
Summer Execution (June – July): Monitor active travel days, confirm arrival/check-in statuses, and track final travel reimbursements.
Who We're Looking For
Highly Organized & Detail-Oriented: Comfortable managing detailed itineraries, confirmation codes, dates, and budget spreadsheets.
Resourceful Problem-Solver: Able to navigate flight options, shuttle schedules, and travel logistics calmly and efficiently.
Strong Communicator: Proactive in updating parents, volunteer mentors, and program leaders regarding travel schedules.
Tech & Spreadsheet Savvy: Proficient with Google Sheets/Excel, travel booking tools, and email communication.
