Travel and Honoraria Coordinator

2 weeks ago

Norman, Oklahoma, United States Chickasaw Nation Industries, Inc. Full time

At Chickasaw Nation Industries, Inc., we believe in the power of our mission and the dedication of our team.

We are focused on delivering exceptional service and commitment to our clients.

POSITION OVERVIEW

The Part-Time Travel and Honoraria Coordinator is responsible for providing administrative support related to travel reimbursements and honoraria for the Department of Energy (DOE), Office of Science. This role entails making precise and economical travel arrangements for both domestic and international trips, possessing a thorough understanding of Federal travel regulations, and ensuring timely processing of reimbursements and payments.

KEY REQUIREMENTS

• Proficient in using Concur software.

• Familiarity with Federal guidelines concerning honoraria payments to international individuals.

• In-depth knowledge of Federal travel policies.

PRIMARY RESPONSIBILITIES

The essential duties and responsibilities include, but are not limited to:

  • Utilizing Concur software to arrange hotel accommodations and transportation in accordance with Federal guidelines, including managing changes in travel schedules.
  • Engaging with clients and researchers from both domestic and international backgrounds to facilitate travel needs.
  • Exhibiting outstanding customer service while collaborating with representatives from a major Federal agency.
  • Assisting travelers in navigating Concur and completing their expense reimbursement submissions.
  • Initiating and processing honoraria payments for both domestic and international subject matter experts.
  • Responding promptly to urgent requests for assistance on high-priority cases.
  • Providing travel support for various groups, including invitational, domestic, international, and special assignments.
  • Reviewing travel regulations and policy updates, and informing office personnel of any changes.
  • Ensuring travel orders align with travelers' itineraries and comply with Federal travel policies.
  • Evaluating travel orders for adherence to regulatory standards and proper accounting citations.
  • Reviewing travel reservations, authorizations, and vouchers to ensure compliance with policies.
  • Contacting travel planners or travelers to address discrepancies in authorizations and vouchers.
  • Maintaining accurate travel records to resolve reimbursement issues, including adjustments post-travel.
  • Ensuring compliance with Federal Travel Regulations (FTR) and departmental policies for all travel authorizations and expense reports.
  • Planning daily activities to maximize productivity while adhering to company policies and supervisor guidance.
  • Engaging in self-development through available training opportunities.

ADDITIONAL DUTIES

This job description is not intended to encompass all activities, duties, or responsibilities required of the employee. Responsibilities may evolve over time.

EDUCATION AND EXPERIENCE

A Bachelor's degree and a minimum of five (5) years of relevant experience, or an equivalent combination of education and experience.

SKILLS AND ABILITIES

• Operational knowledge of online travel systems, including Ad Trav, FTMS, and Concur.

• Understanding of Federal Travel Regulation (FTR).

• Proficient in Microsoft Office Suite and other administrative systems.

• Familiarity with standard office practices and procedures.

• Excellent verbal and written communication skills.

• Strong customer service and relationship-building abilities.

• Capable of managing multiple projects and priorities effectively.

• Ability to work independently and collaboratively within a team.

LANGUAGE AND MATHEMATICAL SKILLS

Ability to read and interpret business documents, write reports, and present information effectively. Proficient in basic mathematical calculations.

REASONING ABILITY

Ability to solve practical problems and interpret various instructions in different formats.

PHYSICAL DEMANDS

This position primarily involves office work, requiring regular sitting, use of hands, and occasional lifting of light objects. Reasonable accommodations may be made for individuals with disabilities.

CNI CORE COMPETENCIES

Commitment to integrity, quality of work, financial goals, and effective communication are essential.

COMPLIANCE

Promotes a culture of compliance with all applicable regulations and encourages reporting of any suspected violations.

EOE including Disability/Vet

If you thrive in a dynamic environment and enjoy working with dedicated professionals, you will find a fulfilling career with us.

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