Transitions Coordinator

Transitions Coordinator

Location: Casselberry, FL

Department: Cultural Transitions

Reports to: Director of Transitions


Summary of Position Role/Responsibilities 

The Cultural Transitions Coordinator is responsible for supporting the Travel and Transportation Division of the Cultural Transitions Department.  Daily activities include, but are not limited to, scheduling and booking of flights, ground transportation, rental car and hotel accommodations, for Healthcare Professionals (HCP’s) and Transitions Trip Support Specialists (TTSS’s). This role requires flexibility and availability to make any travel adjustments for HCP’s and TTSS’s during trip activities in the event of unexpected changes. The Cultural Transitions Coordinator is also responsible for the communication regarding travel and relocation with every party involved.

Essential Functions of The Job 

  • Arranges travel for the HCP’s initial arrival to Orlando and communicates relevant transport information
  • Researches and books international and domestic flights utilizing multiple search engines (i.e. Google Flights, Expedia, Enterprise Rent A Car and Hotel search engine)
  • Works closely with the Housing Coordinator to assist with corporate apartment assignments
  • Assists with the communication of pre-arrival information regarding office policies, amongst other details
  • Coordinates logistics and all travel arrangements for for HCPs and TTSS’ to assigned client location
  • Manages the booking of flights, hotel accommodations, rental car, etc.
  • Uses Google calendar and ATS application to organize ground transportation for HCPs and TTSS’ with drivers 
  • Works closely with other Avant departments such as Quality Assurance, Clinical Operations, Nursing Education, Licensure, and Immigration for scheduling and transportation needs
  • Coordinates scheduling driving assessments and lessons with Orange Osceola Safety Institute (OOSI) r
  • Tracks HCP progress through Driving Program
  • Books and coordinates DMV appointments via the FHLSMV website
  • Attends the Cultural Transitions team’s weekly meetings
  • Submits weekly and end-of-month expenses using Expensify
  • Maintains internal databases (ABMS, Google Calendar, erc.) up to date with anticipated transitions trips’ information and Cultural & Clinical Transitions start dates 
  • Coordinates with HCPs regarding family travels and process flight reimbursements 
  • Assists with relocation by contacting HCP with initial relocation request information and providing anticipated timelines and terms of relocation
  • Creates and distributes Transitions Checklist for HCP’s prior to a new assignment 
  • Coordinates Meet and Greet with new employer
  • Assists HCPs locate schools, childcare, housing options, relocation needs and reimbursements, etc. 
  • Collaborates with other internal departments and communicates any relevant information as needed

Marginal Functions of The Job

  • May support other departments with flight and travel arrangements as required 
  • Other duties as assigned

Normal Work Schedule

This is a full-time position. Standard business hours are Monday through Friday 8:00 AM to 5:00 PM. Employee may occasionally be required to work outside standard business hours, including nights, weekends, or holidays to provide client support with any travel issues on an on-call rotation basis.

Education, Training, And Experience

  • Preferred Associates degree; will consider other qualifications and a minimum of 2 years related experience and/or training; or equivalent combination of education and experience
  • Minimum of 2 years related admin or scheduling experience preferred
  • High level proficiency with Microsoft Office Suite products (Word, Excel, PowerPoint, Outlook) and Adobe 

Required Licenses, Certifications, and Other Specific Requirements of Law

  • Health Insurance Portability and Accountability Act (HIPAA) certification

Other Characteristics of The Position

Physical Demands: 
  • Sitting for long periods at a time
  • Regularly required to talk or hear
  • Occasional lifting up to 25 lbs.
  • Vision abilities including close vision and ability to adjust focus
Mental Demands:
  • Must understand and follow a set of clear oral and/or written procedures without deviation
  • Performs repetitive routine tasks
  • Withstand moderate amounts of stress
  • Must adhere to a provided work schedule to meet a set of qualitative production standards
  • Perform tasks that vary little from day to day
  • Implements others’ decisions/procedures with little judgment required
  • Must relay information orally
Work Environment:
  • This job operates in a professional office environment. This role routinely operates standard office equipment. 
  • Travel may be required

Communication 

  • Internal: Daily contact with professional staff members, and contracted field staff.
  • External: Regular contact with vendors. 

Statement of Responsibility for Confidential Data

  • Has access to, and requires daily use of, confidential records 
  • Required by federal law to maintain strict confidentiality of “Avant” employee information and maintain security of such information
  • Proprietary Information and Non-Conflict Agreement required

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Avant Healthcare Professionals is an Equal Employment Opportunity (EEO) employer and does not discriminate based on race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, veteran's status or any other basis protected by applicable discrimination laws.

Avant Healthcare Professionals is a member of the Jackson Healthcare family of companies.