Administrative Assistant Travel Coordinator

Job Title: Administrative Assistant Travel Coordinator

Job Category: Administration

Time Type: Full time

Minimum Clearance Required to Start: None

Employee Type: Regular

Percentage of Travel Required: Up to 10%

Type of Travel: Continental US

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The Opportunity:

Join our dynamic team as an Administrative Assistant / Travel Coordinator, providing essential support to the Program Operations portfolio. This role is critical in ensuring that all travel-related activities for DoD contractors adhere to federal regulations, DoD policies, and company-specific guidelines. You will be responsible for managing travel logistics, ensuring compliance, and supporting various operational tasks.

Responsibilities:

Administrative Support:

• Provide various levels of administrative support across the PMO team and Operations.

• Schedule meetings, field phone calls, coordinate events, and direct staff to appropriate resources.

• Assist with developing trip reports, scheduling visits, and office management.

• Ensure proper disposition of significant administration workload to maintain pace and scale of ongoing operations.

Travel Coordination:

• Manage travel for employees by assisting with pre-travel requirements and gaining government approval through CACI’s automated travel approval process (OneScope) and utilizing CACI’s travel BCD and Chrome River automated processes for travel bookings, expense reporting, and reimbursement.

• Coordinate with the PMO shop to ensure there is adequate funding for each travel request.

• Track and ensure a Trip Report is submitted for each trip.

• Stay up to date on travel trends, regulations, and best practices.

Compliance Monitoring:

• Ensure all travel activities comply with DoD regulations, Joint Travel Regulations (JTR), Federal Travel Regulations (FTR), and company policies.

• Conduct regular audits and reviews of travel documentation.

• Ensure travel processes are efficient, cost-effective, and meet contract obligations.

• Identify and report any non-compliance issues to the Program Manager.

Documentation and Record-Keeping:

• Update and maintain personal information on all deployed personnel throughout their deployment or TDY.

• Maintain accurate and up-to-date records of all travel-related documentation and track execution of plans.

• Track document acquisition status for travel compliance.

• Ensure proper documentation is submitted for all travel claims and expenses.

• Utilize Microsoft Office (Excel, Word, Outlook, PowerPoint) to generate reports, track documentation, and communicate travel requirements.

Policy Development and Implementation:

• Assist in the development and update of OCONUS travel policies and procedures.

• Provide training and guidance to employees on travel compliance requirements.

Additional Responsibilities:

• Serve as a liaison with the International Business Office (IBO) and government entities for arrangement of travel to OCONUS locals.

• Coordinate and process LOAs through the Synchronized Predeployment and Operational Tracker (SPOT) system.

• Communicate compliance requirements and updates to relevant personnel.

• Ensure all necessary documentation such as passports, visas, Letters of Authorization (LOA), or other clearances are procured prior to travel.

• Coordinate the organization's travel needs, managing OCONUS travel arrangements, ensuring compliance with SOFA requirements and the organization's travel policy.

Qualifications:

Required: 

• ​Bachelor’s degree in science (BS) or a bachelor’s degree in arts (BA).

• 3+ years of experience with management or operations.

• Experience with Microsoft 365 Applications such as Excel, Word, Teams, and SharePoint.

• Excellent written and verbal communication skills.

• Strong organization, planning, and time management skills.

• Attention to detail and critical thinking skills.

Desired:

• Ability to work both independently and as part of a small group within a fast-paced environment.

• Ability to prioritize taskings and job requirements to meet deadlines both efficiently and accurately.

• Excellent computer skills with proficiency in Microsoft Office products including Outlook, Word, Excel, SharePoint, and vario