What are the responsibilities and job description for the Travel Administrative Assistant position at Avant Staffing Associates LLC?
Essential Functions of the Job
- Provide administrative support to the Travel Team, ensuring timelines are met and accurate record-keeping is maintained.
- Request and process expense reconciliations for the Travel Team using internal expense management systems.
- Perform routine administrative tasks including data entry and archiving.
- Manage multiple projects or tasks simultaneously, utilizing strong follow-up skills to ensure timely completion.
- Request and process payments/reimbursements through internal purchase management systems.
- Update and maintain internal databases, files, schedules, and travel platforms to ensure accuracy and accessibility.
- Coordinate calendars and schedule meetings or training sessions, effectively communicating details to relevant stakeholders.
- Monitor and respond to internal email and physical mailboxes, ensuring timely distribution and resolution of inquiries.
- Participate in team meetings and contribute to departmental discussions as needed.
- Collaborate with other internal departments to share relevant information and updates.
- Assist with team events planning and coordinate activities on event days as needed.
Marginal Functions of the Job
- Other duties as assigned
Normal Work Schedule
This is a full-time position. Standard business hours are Monday through Friday 8:00 AM to 5:00 PM. Additional time outside of these hours may be needed to complete the essential functions of the job.
Education, Training, and Experience
- High School diploma or equivalent required; Associate degree preferred. Equivalent education and experience will be considered.
- 1 year of experience in administrative support, customer service, hospitality, or a related field, with proven communication and exceptional service skills.
- Cultural awareness to effectively engage with international healthcare professionals from diverse backgrounds.
- Strong collaboration skills and the ability to work effectively within a team-oriented, inclusive environment.
- Excellent organizational abilities with the capacity to prioritize tasks, manage high-priority assignments, and meet deadlines.
- Proficiency in Microsoft Office Suite, Adobe, and electronic database management.
- Exceptional written and verbal communication skills with attention to detail and the ability to handle multiple priorities efficiently.
Required Licenses, Certifications, and Other Specific Requirements of Law
- Health Insurance Portability and Accountability Act (HIPAA) certification and ability to obtain and maintain
Other Characteristics of the Position
Physical Demands:
- Sitting for long periods at a time
- Regularly required to talk or hear
- Occasional lifting of office supplies up to 20 lbs.
- Vision abilities including close vision and ability to adjust focus
Mental Demands:
- Must understand and follow a set of clear oral and/or written procedures without deviation
- Performs repetitive routine tasks
- Withstand moderate amounts of stress
- Must adhere to a provided work schedule to meet a set of qualitative production standards
- Perform tasks that vary little from day to day
- Implements others’ decisions/procedures with little judgment required
- Must relay information orally
Work Environment:
- This job operates in a professional office environment.
- This role routinely operates standard office equipment.
Statement of Responsibility for Confidential Data
- Has access to, and requires daily use of, confidential records.
- Required by federal law to maintain strict confidentiality of “Avant” employee information and maintain security of such information.
- Proprietary Information and Non-Conflict Agreement required.
Education
Required- High School or better
Skills
Preferred- Customer Service
- Administrative
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
