Travel Administrator

The Travel Administrator is responsible for administering, coordinating, and managing NOIRLab's travel programs. The Travel Administrator will research, schedule, and coordinate travel and services for employees, committee members, guests, and contractors. They will ensure that reservations for air travel, car rentals, and overnight accommodations are accurate and communicated in a timely manner to the traveler.

Responsibilities

Administer, coordinate, and manage NOIRLab's travel programs; Research, schedule, and coordinate travel and services for employees, committee members, guests, and contractors; Ensure reservations for air travel, car rentals, and overnight accommodations are accurate and communicated in a timely manner to the traveler; Provide support to NOIRLab staff members, committee members, guests, and contractors to provide mutually agreeable, cost-effective, compliant travel arrangements, including airfare, hotel bookings, and car rentals; Provide continuing support to the traveler throughout the travel arrangement process; Ensure compliance with federal travel regulations outlined in OMB Uniform Guidance and terms and conditions as applicable to NOIRLab travelers and as required by AURA Policies, and the NSF; Develop, maintain, and provide reports on all items related to travel, including flight costs, arrival and departure times, lodging, and other reports as requested; Draft, maintain, and update standard operating procedures for flight and lodging processes, including travel expense reports and guidelines; Update the NOIRLab Travel Resources web pages as needed to maintain current information, including current security-related travel guidelines as necessary; Assist staff with travel advance requests; Thoroughly review all Travel Expense Reports; Collaborate with colleagues, internal and external agencies, and all NOIRLab locations in service improvement initiatives; Ensure that services are provided in a consistent, high-quality manner by responding to questions and concerns raised via email and instant messaging platforms; Ensure compliance with government award terms and conditions assigned to this position or subordinates of this position as defined in the Vela Award Management system; Other duties as assigned

Requirements

High School graduate required; bachelor's degree preferred; At least two years of experience in a position with similar duties and responsibilities; Working knowledge of geography and time zones; Experience with SAP Concur or other web-based Travel Management Software; Experience with Reqless; Intermediate knowledge of Uniform Guidance, Federal Travel Regulations, and FAR; Intermediate knowledge of travel booking and airport city codes; Intermediate knowledge of Microsoft Office, Google Workspace, Gmail, and Confluence; English language fluency; Excellent interpersonal and organizational skills to effectively work with clients, employees, and vendors; Ability to maintain consistent performance and availability in a fast-paced environment; A cooperative attitude and a positive demeanor; Excellent telephone etiquette; Ability to manage competing demands and ensure important issues are handled along with emergency or urgent issues; Excellent organizational skills and ability to handle sensitive situations with poise and responsibility; Ability to recognize the difference between urgent and important matters; Excellent customer service skills and commitment to resolving daily logistical issues; Ability to make decisions with minimal direction and supervision; Ability to maintain effective working relationships with all parties involved; A high level of discretion, confidentiality, and judgment; Accuracy and attention to detail

Nice to have

Experience working with Travelport Apollo or Sabre GDS; Experience with Carina, Fatima, and Deltek Costpoint; Bachelor's Degree

Benefits

Paid time off; Retirement plan contributions; Competitive salary commensurate with experience; Attractive work environment