Travel Admin Assistant

Job Description

Job Description

Travel Admin Assistant

Position Title: BHA Travel Administrative Assistant

Job Family: USAID/BHA

Location: 555 12th Street, Washington, DC

FLSA Status: Hourly

Reports To: BHA Travel Manager

Clearance Required: Secret Clearance

POSITION SUMMARY

Macfadden is seeking a BHA Travel Administrative Assistant supporting the Bureau for Humanitarian Assistance (BHA). The Travel Administrative Assistant supports the BHA Travel Team performing various administrative tasks.

Key Internal Interfaces: Travel Team, PSCs, Office Core Staff, Office Deployable Staff, Macfadden PMU, Sr. Finance & Administrative Manager, BHA Sr. Program Manager, BHA Supervisors

Key External Interfaces: USAID Travel Office

EDUCATION, EXPERIENCE AND SKILLS

Education: Bachelor’s Degree

Experience:

• At least 1 year of office experience required.

Required Skills:

• Ability to multi-task in fast-paced work environment.
• Ability to prepare communications, and write effectively, a good listener.
• Experience in customer service orientated office setting.
• Proficient in basic Microsoft Office products.
• Excellent organizational skills and attention to detail helpful.

KEY RESPONSIBILITIES

The BHA Travel Administrative Assistant will perform various administrative tasks supporting the travel team to include:

• Coordinate travel arrangements for personnel.
• Assist in the coordination of all aspects of the corporate travel process.

ESSENTIAL FUNCTIONS

• Receive and process Cost Estimate travel requests.
• File all COR travel approvals upon receipt from BHA Supervisors, update the COR Travel Approval Tracker.
• File all itineraries and invoices in the appropriate traveler’s folders.
• Update and maintain the Macfadden travel tracker with all existing and forecasted planned travel.
• Assist all personnel with travel arrangements using CTM (Travel Agency).
• Maintain the Macfadden Travel Process website.
• Review and recommend approval for all ERs submitted in Cost Point Travel Expense system.
• Serve as a SME for all aspects of the Macfadden travel process.
• Provide travel and deployment briefing to travelers.

Ability to obtain and maintain a US Government issued Secret clearance for the duration of your employment. Only applicants who currently hold an active Secret or higher-level security clearance or who are eligible to receive a Secret security clearance will be considered for this position.

Physical Requirements

While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to finger, handle or feel objects, tools, or controls. The employee is occasionally required to reach with hands and arms. Specific vision abilities required by this job include close vision. The employee must occasionally lift or move up to 25 pounds. This position description reflects Macfadden’s assignment of essential functions; nothing in this job description restricts the Company’s latitude to assign or reassign duties and responsibilities to this job at any time.

About the Organization

Macfadden is now part of PAE. Founded over 30 years ago, Macfadden has provided federal agencies with critical on-the-ground support to U.S. government humanitarian missions around the world as well as financial and IT system support. Through program management, human resources services, financial management systems support, information technology solutions, knowledge management, travel coordination and communications support, Macfadden enables effective U.S. government humanitarian response to international disasters. Macfadden’s workforce includes approximately 300 employees primarily located in the Washington, D.C. area.