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Travel and Administrative Coordinator

2 months ago

Washington, Washington, D.C., United States Chenega MIOS SBU Full time

Position ID: 31946

Overview

Travel and Administrative Coordinator

Location: Washington, DC

Chenega MIOS SBU is a recognized leader in providing exceptional Engineering, Integrated Hardware and Software solutions, Advisory & Assistance Services (A&AS), Program & Project Management, Subject Matter Expertise, Financial & Administrative Services, and Records Management Services. Our organization has a robust history of supporting clients across the United States and internationally.

As a Travel and Administrative Coordinator, you will be responsible for delivering comprehensive travel, transportation, and administrative assistance to the U.S. Agency for International Development (USAID) Bureau for Management, Office of Management Services, Travel and Transportation Division.

Key Responsibilities

  • Assist with the USAID travel program, providing support for international travel, passport, and visa requirements.
  • Monitor and manage the Travel and Transportation inbox, directing inquiries to the appropriate personnel.
  • Act as a subject matter expert for the USAID passport and visa program.
  • Interpret and clarify the requirements for obtaining passports and visas, including necessary documentation.
  • Examine applications and supporting documents for proof of citizenship for passports and visas.
  • Stay updated on guidance and changes related to international travel.
  • Collaborate with foreign embassies to ensure compliance with visa requirements.
  • Facilitate passport and visa requirements for employees prior to travel.
  • Coordinate with the Special Issuance Agency to meet requirements for official/diplomatic passports.
  • Conduct quality control on passport and visa applications before submission.
  • Confirm appointments, capture passport/visa photos, and manage application submissions.
  • Maintain a database to track passport and visa information.
  • Prepare documents for actions in the E2 travel system for processing visa and passport applications.
  • Deliver passports and visas to travelers and serve as the primary point of contact for the Travel and Transportation Division help desk.
  • Liaise with various offices, including the Department of State and other federal agencies as necessary.
  • Maintain electronic and physical files in accordance with USG, Agency, and office standards.
  • Provide administrative support including scanning, copying, and filing, ensuring compliance with clearances and mandatory training.
  • Develop and maintain communication materials such as newsletters or training resources.
  • Deliver passport and visa documents to the Department of State Special Issuance Agency and various embassies.

Qualifications

  • High school diploma or GED equivalent required.
  • Minimum of 2 years of relevant experience, including:
  • Experience in a support role within government or industry.
  • Proficiency in Microsoft Office and Google Suite.
  • Familiarity with travel-related systems.
  • Experience in travel, transportation, or passport processing.
  • Ability to work effectively in a team environment.
  • Capability to complete tasks independently and efficiently.
  • US Citizenship is required.
  • Possession of a valid driver's license.
  • Background check and eligibility for USAID Facilities Access are mandatory.

Knowledge, Skills, and Abilities:

  • Ability to ensure accuracy in travel-related documents.
  • Skill in managing incoming requests and resolving issues with stakeholders.
  • Understanding of federal travel regulations.
  • Strong organizational skills and ability to work under deadlines.
  • Excellent written and verbal communication skills.
  • Proficient in computer skills and quick to learn new software.
  • Detail-oriented with the ability to manage multiple priorities.
  • Customer service-focused with strong relationship-building skills.

Professional Development

At Chenega MIOS, we are committed to fostering the growth of our team members at all career stages. We provide opportunities for skill enhancement and hands-on experience in a dynamic business environment.

Benefits

We value our employees and offer a comprehensive benefits package to support their well-being.

Corporate Culture

Our supportive culture encourages team members to excel and promotes a healthy work-life balance.

Community Engagement

Chenega MIOS is dedicated to making a positive impact in our communities through education, volunteerism, and leadership initiatives.