Executive Assistant/Travel Coordinator w/ Concur Experience

Executive Assistant/Travel Coordinator w/ Concur Experience:

The Executive Assistant/Program Analyst shall provide senior level administrative support to various Directors. For example, providing senior level administrative and grants related support to the Program Director responsible for Extramural Research Programs.

Duties and Responsibilities

• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization, and prioritization of tasks, and responding to written communications.
• Trained and experience with Federal Government Travel Planning Administrative Support for Program Directors Meeting Planning, Workshops, and logistical support
• Design and update systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Maintain and utilize various administrative databases.
• Answer phones and be knowledgeable about division activities so that information can be given to callers about Division/Office activities and callers can be referred to appropriate staff.
• Manage calendar(s) for staff; establish appointment priorities; accept, schedule, rescheduleand/or refuse appointments or invitations on behalf of the Division/Office.
• Arrange all travel (local, national and international) for staff; submit vouchers and documentation after travel is completed. Familiar with SAP Concur travel application.
• Complete special projects, such as organizing staff retreats or planning large meetings.
• Serve as liaison to and work with staff in the office.
• Provide information to outside clinic related to staff availability for patient care and maintenance of patient care credentials.
• Summarize the content of incoming materials, specially gathered information, or meetings to assist executive staff.
• Edit a variety of documents such as travel requests, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, correspondence, conflict of interest and various other forms.
• Perform timekeeping duties.
• Prepare annual evaluation and bonus nomination forms for staff; obtain all necessary signatures: file and distribute.
• Schedule semi-annual performance reviews for professional staff.
• Develop and distribute agendas for staff meetings; maintain the schedule of rotating note takers.
• Research and compile annual travel projection numbers.
• Organize and maintain division personnel files.
• Act as divisional contact for all maintenance requests.

Job Type: Full-time

Pay: $70,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Application Question(s):

• Are you willing to undergo and pass a government background investigation (Financial and Criminal)?

Education:

• Associate (Preferred)

Experience:

• Executive Assistant/Travel Coordination: 7 years (Preferred)
• Cocur: 4 years (Preferred)

Language:

• and write English fluently (Required)

Work Location: In person