Travel and Scheduling Coordinator

Willamette Dental•Hillsboro, OR

3h•$22 - $26

About The Position

The Travel & Scheduling Coordinator will oversee all company travel, ensuring the smooth operation of the travel program by auditing and reconciling travel-related expenses, verifying direct bill invoices, and negotiating agreements with hotel partners in Idaho, Oregon and Washington. The role includes providing administrative support such as research, report preparation, and clerical tasks. This position may require working outside of regular business hours to accommodate last-minute travel needs and invoicing, collaborating with staff at all levels, demonstrating assertiveness and strong organizational skills.

Requirements

Experience booking travel and/or providing departmental support OR equivalent combination of education and experience which will provide the ability to perform the essential functions of the position.

Nice To Haves

Bachelor’s degree

Responsibilities

Assists with travel system administration (e.g., Concur) for the entire organization, updating traveler profiles, and maintaining system configurations.
Arranges and coordinates all aspects of business travel for employees, including company events and the traveler and on-call employee program.
Receives, reviews, and approves pending travel authorizations and verifies receipts for reimbursement.
Uploads travel vouchers and receipts into the system for approval, ensuring accuracy and compliance with policies.
Manages relationships with travel vendors, reporting issues and staying current on updates.
Supports the Travel and On Call Manager in verifying reimbursements, travel adherence, and approving last-minute travel arrangements.
Administers direct billing with hotels and car rental agencies, ensuring proper setup and annual maintenance.
Prepares reports, presentations, and correspondence, assisting with quarterly reporting and data analysis for trend identification and cost saving opportunities.
Oversees and assists with various administrative and travel-related projects from conception to completion.
Maintain Job Transfer Sets and Rule violations for traveling employee schedules in the employee scheduling system (e.g., UKG).
Analyze all schedule change requests before processing for compliance with best practices, standard design guidelines, and company policies.
Support the scheduling team by processing schedule change requests in the patient scheduling system (e.g., axiUm) and employee scheduling system (e.g., UKG).