This position is a 2-year term appointment with the possibility for extension. In this role you will help coordinate domestic and global business travel. The coordinator works closely with IDA’s Travel Office and books all air and land travel as well as hotel reservations through the Concur Travel system; searches, gathers and provides relevant travel information on official business travel. Coordinates expenses and reimbursement for travel.
Primary Responsibilities:
1. Acts as the point of contact between staff and IDA’s Travel Office when needed.
2. Maintains a step-by-step guide from requesting travel to expensing travel in keeping with IDA’s travel practices and policies.
3. Searches for the most cost-effective means of travel and hotel accommodations in Concur or working with IDA’s Travel Office; ensuring compliance with IDA’s travel practices and policies.
4. Informs staff on flight availability, connections, and accommodations; works with IDA’s Travel Office and/or books all air and/or surface travel and hotel reservations in Concur.
5. Schedules and provides detailed travel itineraries. Verifies accuracy of tickets, hotel reservations and other details before delivering to staff or consultants.
6. Verifies travel agency documents for accuracy and proper billing; researches and resolves discrepancies with travel agency, staff/consultants and/or finance department.
7. Ensures travel is expensed to the correct charge code category.
8. Maintains filing system of travel and conference related information and performs other related administrative duties.
9. Performs other duties as assigned.
Minimum Qualifications/Requirements:
• High school diploma or equivalent
• Five or more years administrative experience, including travel coordination and some accounting experience
• Working knowledge of FAR, CAS and DFARS and other applicable government regulations
• Concur experience is required
• Must be proficient in current computer operating systems and Microsoft Office Suite
• Strong interpersonal skills with the ability to communicate effectively orally and in writing with all levels of employees and external consultants
• US citizenship is required
• Ability to obtain and maintain necessary security clearances
IDA (Institute for Defense Analyses) – a not-for-profit corporation headquartered in Alexandria, Virginia just outside Washington, DC – operates three Federally Funded Research and Development Centers (FFRDCs) in the public interest: the Systems and Analyses Center, the Science and Technology Policy Institute, and the Center for Communications and Computing.
Sponsors rely on IDA for dispassionate, fact-based, and scientifically rigorous research and advice to inform their decisions. Since 1956, IDA’s basic mission has remained unchanged – bring the best scientific, technical, and analytic talent to bear on issues critical to U.S. National security, in a research environment free of commercial or shareholder interests where objectivity and the public interest are foremost.
The work produced by IDA’s FFRDCs is characterized by unquestioned objectivity and high quality. Because of our unique relationship with our Government sponsors, IDA enjoys unusual access to highly classified and sensitive government and corporate proprietary information. We adhere to a strict regime for avoiding conflicts of interest. We are thus in the position of offering outsider perspectives on important issues with insider access to information.
Our diverse mix of professionals possesses expertise in a broad range of technologies and systems combined with deep knowledge of costs, policies, operations, and organizational matters. IDA continually renews and evolves its staff, integrating those newly educated in the latest advances in research with seasoned veterans of acquisition management, policy-making, and operational leadership roles in government and defense-related organizations. The exceptional creativity, determination, and commitment to service that IDA researchers bring to their work are the foundation of IDA’s excellence.
