All Native Group is seeking a Travel Coordinator to provide support for the Defense Health Agency DoD HIV/AIDS Prevention Program Project Management Support Services program. ANG is currently in the bidding process and this position is contingent upon award.
Essential Functions
- Coordinate the travel logistics for the program team, including flight itineraries, lodging and ground transportation arrangements. Support team members with their and enter data into a tracking system and prepare detailed matrixes outlining the completed arrangements and distributing to relevant parties. This position will also review and reconcile all expense reports related to the contract travel. • Coordinate travel authorizations, travel orders, and expense reimbursements forms.
- Ensure team members travel forms are submitted within the 30/60 days lead time requirements for CONUS and OCONUS travel.
- Communicate with COR regarding travel approval forms.
- Ensure proposed TDY expenses are allowable and compliant with the Department of State and General Services Administration per diem rates.
- Prepare memos to support event activities for review and approval by the technical point of contact or COR. This includes per diem memos and local lodging waiver requests.
- Follow Joint Travel Regulations (JTR), Department of State and General Services Administration travel and reimbursement policies and standards.
- Review and approve all expense reimbursement forms against the original travel authorizations, per diem and lodging guidelines and company specific reimbursement policies.
- Compile and track all expense reimbursement forms and corresponding backups and receipts for monthly billing.
- Communicate with Corporate Traveler regarding creating new traveler profiles and approving travel purchases.
- Create and process the documents required for new travelers in the government APACS and eCC travel system.
- Process country clearances using the APACS and eCC, ensuring the travelers required training certificate dates are valid and the traveler adheres to individual countries’ medical assessments and visa requirements.
- Assist travelers with obtaining their travel visas.
- Communicate with DHAPP Program Managers to discuss travel logistics, including lodging flight itineraries and country clearances.
- Run reports on the status of travel documents and office/event funding.
- Interface with Government travel agency itinerary system.
- Host Travel and Expense Onboarding and Refresher Training.
- Register staff for FACT and CT401 training.
- Provide support and training to contracted team on Expense Reports
- Log and track ERFs.
- Update contract team email and phone contacts regularly and provide that to DHAPP administrative support.
Capabilities
- Experience in account reconciliation.
- Excellent critical thinking and problem-solving skills.
- Ability to work both independently and cooperatively in an established culturally diverse team setting.
- A keen attention to detail.
- Ability to manage multiple tasks simultaneously and be flexible in responding to changing demands, timelines, and priorities
- Certified Lead/Organizational Defense Travel Administrator
Supervisory Responsibility
None required for this position
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- Must be able to remain in a stationary position 75% of the time.
- Occasionally moves about inside the office to access file cabinets, office machinery, etc.
- Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
- Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
- Frequently moves standard office equipment up to 25 pounds.
- Must be able to work indoor conditions 90% of the time.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
Position Type/Expected Hours of Work
This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Evening and weekend hours required, as required by business need.
Travel
Travel is primarily local during the business day, although some out of the area travel and overnight may be expected
Experience
- Minimum of three years of experience coordinating travel arrangement for US government, state, or academic agencies.
Education
Additional Eligibility Qualifications
None for this position
Security Clearance
Ability to obtain a Moderate Risk Public Trust
AAP/EEO Statement
All Native Group is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status or physical disability. However, preference may be extended to persons of Indian descent in accordance with applicable laws.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
