Travel Administrative Assistant

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.