Travel Administrative Assistant

Do you want to change lives? Are you interested in helping international healthcare professionals achieve their American Dream? If so, join us at Avant!

Avant Healthcare Professionals is the premier recruiting and staffing specialist for internationally educated healthcare professionals and we have been named to the Inc. 5000 List of America's Fastest-Growing Private Companies for 7+ years. Our comprehensive program guides qualified registered nurses, physical and occupational therapists through each stage of the licensure and immigration process and makes it simple! Avant Healthcare Professionals has grown 40 percent annually since its inception in 2003, and with healthcare and social assistance employment projected to grow by 3.4 million, healthcare staffing is a thriving industry. While experiencing a period of tremendous growth, Avant offers tremendous opportunities for eager professionals looking for an opportunity to build their career.

Summary of Position Role/Responsibilities

The Travel Administrative Assistant is responsible for providing clerical and administrative support to the Travel Team. This role will assist in coordinating all administrative aspects of Travel Logistics for Healthcare Professionals (HCPs) and Transitions Trip Support (TSS), working through the Avant process. The Travel Administrative Assistant will also update databases, document management, send and receive emails, expense reporting, and maintain files.  This role plays an important role in increasing booking and expense efficiencies throughout the travel booking processes for an HCP throughout their time with Avant.   

Essential Functions of the Job

• Provide administrative support to the Travel team to ensure all timelines and record keeping are being met
• Request and process weekly expense(s) reconciliation for Travel team through internal expense payment systems
• Perform any routine and general administrative duties such as but not limited to; data entry, copying, scanning, filing, faxing and archiving
• Support multiple projects or tasks simultaneously while utilizing exceptional follow-up skills to ensure they are completed punctually
• Request and process payments/reimbursements through internal purchase management systems
• Update and maintain the accuracy of internal Avant databases, files, schedules, travel platforms and more
• Maintain calendars, including scheduling of meetings, and training, then communicating details out accordingly
• Monitor internal email boxes and physical mailboxes to distribute and respond to items within prescribed timelines
• Attend weekly meetings and other departmental team meetings as needed
• Collaborate with other internal departments to share necessary information and updates as needed
• Perform or assist with occasional event planning and coordinate day of activities

Marginal Functions of the Job

• 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. Additional time outside of these hours may be needed to complete the essential functions of the job.

Education, Training, and Experience

• High School diploma or equivalent required; Associate degree preferred or equivalent combination of education and experience.
• Minimum of 1 year of experience in administrative support, customer service, hospitality, and/or related experience and/or training required
• Ability to collaborate effectively with others on a team
• Strong sense of urgency with high priority tasks and able to meet deadlines
• Proficient with Microsoft Office products, Adobe, and electronic database management
• Exceptional communication (written and verbal), collaboration skills, organization skills, and ability to handle multiple priorities at once

Required Licenses, Certifications, and Other Specific Requirements of Law

• Health Insurance Portability and Accountability Act (HIPAA) certification and ability to obtain and maintain

Other Characteristics of the Position

Physical Demands:

• Sitting for long periods at a time
• Regularly required to talk or hear
• Occasional lifting of office supplies up to 20 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.

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.