Travel & Administrative Manager

DST llc • Hagerstown, MD

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About The Position

The Travel & Administrative Manager directs, administers, and monitors DST’s travel program and administrative operations. The role ensures employee travel is planned, executed, documented, and billed in compliance with the Joint Travel Regulations (JTR), applicable Federal Travel Regulation (FTR) requirements, Federal Acquisition Regulation (FAR) cost principles, GSA Schedule requirements, contract-specific travel provisions, and DST policy. The position manages the Travel Administrator and Administrative Assistant and works in a fast-paced environment with competing priorities and contract deadlines.

The manager oversees travel arrangements, policies, authorizations, expense processing, regulatory and contract compliance, cost reporting, and audit-ready records. The role also oversees front-office and administrative support operations, records management, and the work and development of direct reports. The position coordinates with Programs, Contracts, Accounting, Human Resources, and Security.

This is a full-time, Monday-through-Friday position, normally 8:00 a.m. to 5:00 p.m. with a one-hour unpaid meal break. Evening and weekend hours may be required as projects demand. No travel is expected, although some local travel may be required during normal work hours.

Requirements

• Associate’s degree in Accounting, Business Administration, or a related field, or equivalent to two or more years of experience.
• Five years of experience in travel management or coordination.
• Working knowledge of federal travel regulations (JTR/FTR) and FAR travel-cost allowability requirements.
• Experience preparing or managing Travel Authorization Requests (TARs).
• One year of supervisory or team-lead experience.
• High proficiency with Microsoft Excel and Office 365.
• Valid driver’s license.
• U.S. citizenship, required to obtain or maintain a United States security clearance.
• Must hold or be able to obtain at least a DoD Secret-level clearance.
• Must pass a DOT/FAA-regulated drug screening.
• Leadership and people-development skills.
• Regulatory interpretation and compliance discipline.
• High degree of accuracy and attention to detail.
• Clear, professional communication and strong interpersonal skills.
• Time management and multitasking skills to meet deadlines.
• Strong organizational and tracking skills.
• Judgment and problem-solving ability.
• Ethical conduct, confidentiality, and compliance with local, state, and federal regulations.

Nice To Haves

• Three or more years of supervisory experience, including oversight of travel or administrative staff.
• More than five years of travel experience supporting government contracts.
• Experience supporting travel under GSA Schedule contracts or task orders.
• Experience supporting DCAA audits or government contract cost reviews.
• Active DoD Secret security clearance.

Responsibilities

• Plan, arrange, and coordinate employee air, lodging, rental vehicle, and ground transportation in accordance with contract requirements, federal travel regulations, and DST policy.
• Create, optimize, monitor, and communicate DST travel policies, procedures, and employee guidance.
• Serve as the primary travel point of contact for employees and program teams, resolving travel issues and last-minute changes.
• Interpret and apply JTR and FTR requirements, as applicable, and ensure travel costs meet FAR Part 31 requirements.
• Review contract and task order travel provisions, customer pre-approval requirements, and travel ceilings before authorizing travel.
• Ensure travel under GSA Schedule contracts and task orders follows contract-specific requirements.
• Prepare, submit, and track Travel Authorization Requests (TARs) in accordance with contract guidelines.
• Maintain complete, audit-ready travel documentation and receipts for customer billing reviews and government audits, including DCAA audits.
• Monitor regulatory changes, including per diem rates and JTR revisions, and update internal guidance and employee training.
• Prepare and review employee expense reports, assist employees with document processing, and troubleshoot issues.
• Verify travel expenses against regulations, contract terms, and DST policies and procedures before approval.
• Coordinate with Accounting and Contracts to charge travel costs to the correct contract, task order, or indirect account.
• Analyze and report travel costs, trends, and spending against contract budgets and ceilings.
• Develop and maintain travel forms, tracking tools, and expense-reporting procedures.
• Oversee front-office operations, including reception, visitor management, phone coverage, and incoming and outgoing mail and shipments.
• Ensure visitor check-in and access procedures align with facility security requirements, coordinating with security personnel as needed.
• Oversee administrative support for requesting departments and provide front-desk support as needed.
• Establish and maintain filing, records-management, and retention processes for travel and administrative records.
• Complete special projects as assigned.
• Directly supervise the Travel Administrator and Administrative Assistant, including hiring, onboarding, training, performance management, and professional development.
• Assign and prioritize work and maintain coverage schedules, including during absences and peak travel periods.
• Cross-train staff to maintain continuity of travel and administrative operations.
• Address performance and conduct matters in coordination with Human Resources.
• Provide Program teams with regular updates on travel activity, compliance issues, and administrative operations.
• Prepare routine travel cost and accounting reports for management.
• Coordinate with Programs, Contracts, Accounting, Human Resources, and Security as required.
• Support internal reviews and external audits related to travel and administrative processes.

Benefits

• Company-paid health, dental, and vision insurance for the employee.
• Company-paid short-term disability, long-term disability, basic life, and AD&D insurance.
• Supplemental insurance options, including Aflac, Gap Insurance, and TriCare.
• Supplemental basic life and AD&D insurance.
• 401(k).
• Accruing paid time off.
• Floating holiday time.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree