Optimum Solutions (OptSol LLC) is seeking a Travel Administrative Assistant for our client in Alexandria, VA. This is a contract-to-hire position paying $20 per hour during contract period and $45,000 full-time plus benefits. The schedule is Monday-Friday, 8:30 am - 5:30 pm. This position is with a well-known Non-profit that offers a friendly, multi-cultural and fast pace working environment, and free parking. This assignment is scheduled to start immediately!
- Selected candidates are required to undergo a criminal background check.
Job Summary:
The Travel Administrative Assistant will review Independent Peer Evaluators (ICPE's) and review the ICPE's application, agreement, background authorization and company handbook. The Travel Administrative Assistant must ensure evaluators maintain credentials and qualifications under company scope for the particular evaluator role. In charge of scheduling the ICPE for school visits and booking airfare, hotel and rental cars. Must follow all administrative duties to maintain all paperwork regarding licensing, insurance and travel documents. The Travel Administrative Assistant will receive guidance and supervision from the Travel Supervisor and Director of Accreditation.
Job Responsibilities:
- The Travel Administrative Assistant will report to the Travel Supervisor and Director of Accreditation
- Review and process ICPE applications and relevant documentation communicating their status in a timely manner
- Create and populate the Trimester ICPE availability document and regularly send availability emails to all ICPE"s
- Schedule qualified ICPE's for visits. Once an ICPE is assigned to a visit, re-confirm ICPE availability via email, and monitor and track responses from ICPE's.
- In preparation for upcoming visits, verify correct school contact person, disseminate email notices to schools, and monitor and track school responses
- Track, process, maintain and populate ICPE records in the ICPE master list spreadsheet and relevant ICPE information in the CRM database
- Monitor ICPE on-going compliance regarding current license information, workshop compliance, and Commercial General Liability Insurance (CGLI), sending reminder emails as required
- Monitor and track ICPE utilization noting incidences of cancellations and declining of visits in the spreadsheet and produce a periodic statistical report of ICPE utilization and related data
- Review, revise and populate ICPE checklist used for processing ICPE applications
- Assist ICPEs with questions concerning topics such as compliance, license requirements, workshop requirements, CFLI issues, etc.
- Assist schools with questions about their upcoming visit and the team that will coming to their school
- Assist Travel Supervisor with processing Statements of Work (SOW's) and Worksheets (WS's)
- Assist Travel Supervisor with troubleshooting travel issues for teams on the road
- Provide back up for making travel arrangements with extensive training provided
- Assist with maintaining traveler information in relevant software such as Star Profiles in Sabre Red software
- Monitor and revise processes and forms and develop new processes as needed
- Assist with organizing and maintaining travel office records, electronically and in hard copy, to include archiving
- Assist Travel Supervisor with additional projects as needed
- Assist in general department projects as needed
- Follow established procedures and deadlines
- Model agency STAR Core Values to all constituents internally and externally
- Carry out responsibilities in accordance with written office and departmental procedures and within budget constraints
- Any other duties assigned by accounting team.
Qualifications / Requirements:
- High School diploma required
- 3+ years of current administrative support experience
- Expert level in MS Office (i.e. excel, Outlook, SharePoint)
- Fast learner and positive attitude.
- Must be able to MULTITASK!
- Strong attention to detail and time management skills.
- Ability to meet deadlines and work under pressure.
- Strong communication skills both written and verbal.
- Ability to work independently and as part of a team.
OPT123