Administrative Assistant Travel Coordinator

CACI • Huntsville, AL

1d

About The Position

Join our dynamic team as an Administrative Assistant / Travel Coordinator, providing essential support to the Program Operations portfolio. This role is critical in ensuring that all travel-related activities for DoD contractors adhere to federal regulations, DoD policies, and company-specific guidelines. You will be responsible for managing travel logistics, ensuring compliance, and supporting various operational tasks.

Requirements

• Bachelor’s degree in science (BS) or a bachelor’s degree in arts (BA).
• 3+ years of experience with management or operations.
• Experience with Microsoft 365 Applications such as Excel, Word, Teams, and SharePoint.
• Excellent written and verbal communication skills.
• Strong organization, planning, and time management skills.
• Attention to detail and critical thinking skills.

Nice To Haves

• Ability to work both independently and as part of a small group within a fast-paced environment.
• Ability to prioritize taskings and job requirements to meet deadlines both efficiently and accurately.
• Excellent computer skills with proficiency in Microsoft Office products including Outlook, Word, Excel, SharePoint, and various Adobe applications.

Responsibilities

• Administrative Support: Provide various levels of administrative support across the PMO team and Operations. Schedule meetings, field phone calls, coordinate events, and direct staff to appropriate resources. Assist with developing trip reports, scheduling visits, and office management. Ensure proper disposition of significant administration workload to maintain pace and scale of ongoing operations.
• Travel Coordination: Manage travel for employees by assisting with pre-travel requirements and gaining government approval through CACI’s automated travel approval process (OneScope) and utilizing CACI’s travel BCD and Chrome River automated processes for travel bookings, expense reporting, and reimbursement. Coordinate with the PMO shop to ensure there is adequate funding for each travel request. Track and ensure a Trip Report is submitted for each trip. Stay up to date on travel trends, regulations, and best practices.
• Compliance Monitoring: Ensure all travel activities comply with DoD regulations, Joint Travel Regulations (JTR), Federal Travel Regulations (FTR), and company policies. Conduct regular audits and reviews of travel documentation. Ensure travel processes are efficient, cost-effective, and meet contract obligations. Identify and report any non-compliance issues to the Program Manager.
• Documentation and Record-Keeping: Update and maintain personal information on all deployed personnel throughout their deployment or TDY. Maintain accurate and up-to-date records of all travel-related documentation and track execution of plans. Track document acquisition status for travel compliance. Ensure proper documentation is submitted for all travel claims and expenses. Utilize Microsoft Office (Excel, Word, Outlook, PowerPoint) to generate reports, track documentation, and communicate travel requirements.
• Policy Development and Implementation: Assist in the development and update of OCONUS travel policies and procedures. Provide training and guidance to employees on travel compliance requirements.
• Additional Responsibilities: Serve as a liaison with the International Business Office (IBO) and government entities for arrangement of travel to OCONUS locals. Coordinate and process LOAs through the Synchronized Predeployment and Operational Tracker (SPOT) system. Communicate compliance requirements and updates to relevant personnel. Ensure all necessary documentation such as passports, visas, Letters of Authorization (LOA), or other clearances are procured prior to travel. Coordinate the organization's travel needs, managing OCONUS travel arrangements, ensuring compliance with SOFA requirements and the organization's travel policy.

Benefits

• Our employees value the flexibility at CACI that allows them to balance quality work and their personal lives. We offer competitive compensation, benefits and learning and development opportunities. Our broad and competitive mix of benefits options is designed to support and protect employees and their families. At CACI, you will receive comprehensive benefits such as; healthcare, wellness, financial, retirement, family support, continuing education, and time off benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level