Travel Expert and Liaison

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.

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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

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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 subject matter expert and point of contact on travel, policies procedures, and planning.
• 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 spreadsheets including office procurements, reimbursements, and property.
• Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests.
• Ability to enter in POTS and track travel related expenses such as registration fees
• Coordinates with management on special projects.
• Coordinate staff responses to data calls from the Office of the Director.
• Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.
• 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.
• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases.
• Coordinate all administrative aspects of special projects.
• Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.
• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
• Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization's strategic plans.
• Ability to compose travel cost estimates including, per diem, MIE, airlines costs, and ground transportation for specified TDY location
• Coordinates and acts as back up for other program support staff and activities
• Researchers and proposes new administrative procedures.
• Assist with maintenance of SharePoint sites and shared electronic document/data libraries, including development and monitoring of content and ensuring that documents and/or data posted to the sites are accurate and filed appropriately.

1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked

Minimum Education

Bachelor

Additional Qualifications:

Certifications & Licenses

• Project Management Professional (PMP)
• Certified Administrative Professional

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Field of Study

• Business Management and Administration

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Software

• SharePoint
• MS Office
• Concur
• WebEx
• NBS
• MS Teams

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Skills

• Expense reconciliation, project management/planning, timekeeping, fellowship program management
• Executive level support
• Meeting coordination
• Travel planning
• Calendaring

Apply now