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Travel Expert and Liaison

4 months ago

Rockville, United States ACI Federal™ Full time

**ACI Federal** is seeking a **_Travel Expert And Liaison_** to join our vibrant team at the National Institutes of Health (NIH) supporting the **National Cancer Institute (NCI) located in Rockville, MD.**

**Overall Position Summary and Objectives**

The purpose of this position is to provide expert travel and travel liaison services to the Center for Global Health internal and external travelers. Incumbent must be knowledge of travel planning, travel processing system, and policies to independently and advise travelers appropriately.

**Deliverables**:

- Work products and documents related to the planning of assigned travelers, and preparing vouchers. - Daily
- Work products and documents related to gathering and analyzing information about processes, policies, travel estimate and costs, coordinating the preparation of reports, SOP's, spreadsheets, design or coordinate systems for communications among staff. - Daily

**Work Details**:

- Gather and analyze information about processes and programs. **1**:

- Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities. **2**:

- Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content. **3**:

- Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions. **4**:

- Provides support for various procurement and administrative tasks.
- Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports and various forms.
- Coordinate the preparation of travel requests, planning, forms, process vouchers,, and provide travel updates and internal practices and policies to staff
- Provide internal travel training to planners and travelers. Keep abreast of HHS travel policies.
- Serves as travel liaison with internal and external customers to problem solve travel related issues, serve as a resource and able to communicate travel policy
- Creates and maintains SOPs for travel procedures. Provide travel training to staff/planner.
- Has current CGE credentials to process domestic, foreign, sponsored and non-affiliate travel.
- Ability to advise staff of passport/visa requirements, as well as IBA travel card requirements and other policies such as comp time for travel and annual leave.
- Provide guidance and support in the pre-travel approval process, including travel data calls, maintain travel planning spreadsheet, travel approval decisions, and disseminate information/updates.
- Acts as point of contact with management and administrative, budget and property management staff.
- Develop Statements of Work (SOWs), performing market research and working with program staff on administrative functions, including invoice tracking and contractor billing issues.
- Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.
- Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information.
- Provides guidance to staff on Federal guidelines and procedures.
- Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
- Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.
- Serve as a resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staff and respond to requests for information regarding status of projects or actions.
- Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
- Set up and format spreadsheets to analyze information.
- Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
- Stays abreast of Attachment A policy practice and procedures. Completes data entry in Fast Track Pro.
- Enters Conference ID request in CIRS system and updates travel tracker accordingly.
- Prepares inventory and purchase requests and assists with property management.
- Maintain office records including office procurements and reimbursement procedures.
- Enter requests for office supplies using POTS.
- Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.
- Manage office records and spreadshee