Program Travel Specialist

Applied Research Solutions•Beavercreek, OH

About The Position

Applied Research Solutions (ARS) is seeking a Program Travel Specialist to support its HN EPASS program. The position coordinates, administers, tracks, and oversees the finances of program-related travel. It ensures travel requests comply with applicable Joint Travel Regulations (JTR), contract requirements, and government approval processes, while maintaining accurate travel funding records and supporting timely reimbursement and invoicing. The specialist maintains travel and funding records, reviews and routes Travel Authorization Requests (TARs), coordinates government approvals, and communicates travel status and funding needs to government representatives and internal stakeholders. The position also supports expense processing, invoicing, actual-cost reporting, and administration of travel forms and charge numbers. ARS describes itself as a provider of technically integrated solutions and highlights its employee-focused culture, work/life balance, competitive benefits package, awards and recognition program, and personalized attention from senior managers. Employment is contingent upon successful completion of a background investigation, including criminal history and identity checks.

Requirements

Must be a U.S. citizen.
At least 2 years of experience coordinating travel authorizations, expense reporting, financial tracking, or program operations.
Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
Proficiency in Microsoft Excel and other Microsoft Office applications.
Strong written and verbal communication skills and ability to coordinate with government representatives, travelers, and subcontractors.
Ability to work independently, resolve discrepancies, and escalate issues appropriately.
Successful completion of a background investigation, including criminal history and identity check, is a condition of employment.

Nice To Haves

Bachelor’s degree in Finance, Accounting, Business, Economics, or a related field, or equivalent experience.
Experience supporting U.S. Government or Department of Defense contracts.
Familiarity with JTR, government travel authorization processes, and COR approval workflows.
Experience with contract funding tracking, financial reconciliation, subcontractor expenses, and invoicing.
Familiarity with Costpoint, SPOT reporting, and LOE documentation.

Responsibilities

Maintain the program travel spreadsheet with planned and actual travel costs and monitor projected expenditures against project funding ceilings.
Monitor available travel funding, identify potential shortfalls, and coordinate funding requirements with government CORs.
After each contract modification, calculate and communicate remaining travel funding limitations and anticipated funding needs.
Provide actual travel expenditure data to CORs and keep government and internal funding spreadsheets aligned.
Review Travel Authorization Requests (TARs) for compliance with JTR, contract requirements, and government approval criteria.
Coordinate with travelers and internal travel personnel to correct incomplete or noncompliant requests, including through multiple rounds of revisions.
Ensure requests submitted outside the 10-day advance submission window include appropriate traveler justification before submission.
Submit TARs to the appropriate government CORs and track them through completion.
Communicate approved authorizations to travelers and ensure government approval is received before travel arrangements are made.
Coordinate special authorization requirements for conferences, training, medical accommodations, and other exceptions requiring government program or contracting personnel approval.
Provide weekly program-meeting updates on travel status, pending approvals, funding concerns, compliance issues, and other matters requiring attention.
Report overseas travel weekly to support applicable SPOT reporting, insurance, security, and other program-specific requirements.
Monitor program personnel and subcontractor travel expense submissions for timely reimbursement processing and supporting documentation.
Follow up on outstanding expenses and coordinate with internal finance personnel and subcontractors to facilitate timely invoicing, minimize unbilled costs, and support end-of-contract reconciliation.
Update travel tracking records with actual trip-level expenditures at the end of each reporting period for inclusion in the Financial Management and Expenditure Report (FMER).
Provide accurate actual-cost information to government CORs and internal stakeholders for financial reporting and reconciliation.
Update and distribute the Travel Authorization Form when a new Level of Effort (LOE) is provided so current positions and labor categories populate the form.
Assign appropriate travel charge numbers for program personnel using the most current LOE and program information.
Perform other duties as assigned.