Job Description

Senior Travel Coordinator

HHMI is focused on supporting and moving science forward in a variety of different ways ranging from conducting basic biomedical research, empowering educators, inspiring students, developing the next generation of scientists even stretching into film and media production. Our headquarters is in the greater Washington, DC metro area and is home to over 300 employees with expertise in investments, communications, digital production, biomedical sciences, and everything in between. The work housed here supports and augments the groundbreaking research conducted in HHMI labs across the nation. As HHMI scientists continue to push boundaries in laboratories and classrooms, you can be sure that your contributions while working here are making a difference.

The Senior Travel Coordinator delivers exceptional travel management and customer service as part of HHMI's on-site travel office. This role is responsible for coordinating all aspects of business travel, ensuring adherence to HHMI policies and a consistent, high-quality experience for travelers. The coordinator will communicate effectively with clients, collaborate with internal teams to streamline operations, and use advanced booking tools to secure efficient and cost-effective travel solutions. Responsibilities include supporting conference and event travel logistics, managing hotel rooming and arrival lists, monitoring overflow properties, assisting with vendor analysis, and recommending process improvements.

This position reports to the Travel Services Lead and is based at HHMI's headquarters in Chevy Chase, Maryland. It follows a hybrid schedule with three in-office days per week and one monthly visit to the Janelia Research Campus in Ashburn, Virginia.

What We Provide:

• Collaborative Environment: Work closely with colleagues across the institute and support researchers, educators, and staff by enabling seamless travel experiences that keep science moving forward.
• Opportunities for Skill Development: Grow alongside a team of seasoned professionals with decades of industry experience. Benefit from a supportive environment and the resources you need to expand your expertise.
• Mission-Focused Work: Contribute to the mission of a leading nonprofit scientific organization advancing discovery. Your work will play a key role in shaping the future of travel at HHMI and supporting the people who make groundbreaking science possible.
• Competitive Total Rewards Package: Comprehensive healthcare, generous retirement contributions, paid leave, and additional programs that support well-being and professional development.

What You'll Do:

• Travel Operations and Coordination: Coordinate and book air, ground, and lodging arrangements in compliance with HHMI policies, ensuring accuracy and timely delivery of itineraries and documentation.
• Maintain traveler profiles in Concur and GDS, safeguarding personal information and ensuring data accuracy.
• Advise and assist travelers with visa, passport, and related documentation requirements.
• Serve as primary contact for assigned departments, resolving or escalating inquiries while maintaining ownership through resolution.
• Monitor travel patterns, recommend process improvements, and ensure timely completion of assigned tasks and reports.
• Provide backup support for Procard reconciliation, maintain travel records, and offer on-site presence at Janelia monthly to support the travel community.

Customer Service:

• Manage travel changes and client requests promptly and effectively.
• Anticipate customer needs to ensure satisfaction and communicate relevant information with team members.
• Manage JIRA travel requests and determine the most efficient fulfillment methods.
• Provide VIP-level service when required and assist travelers with Concur navigation and online booking issues.

Meeting and Conference Support:

• Coordinate travel logistics with Conference Services and event organizers for seamless operations.
• Attend planning and post-conference meetings.
• Manage and update hotel rooming and arrival/departure lists, monitoring attrition and cancellation policies.
• Assist with testing and maintaining meeting registration sites and generating reports.
• Provide on-site support for Convene during complex meetings as needed.

What You Bring:

• Bachelor's degree or equivalent experience.
• CTC or GTP certification required.
• At least 2-4 years of corporate travel experience, with expertise in domestic and international travel.
• Proficiency with Concur Travel & Expense tools, Microsoft Office, and Sabre GDS platforms.
• Strong knowledge of international travel regulations, visa/passport requirements, and ARC ticketing/security procedures.
• Exceptional customer service skills with a solution-focused approach and strong attention to detail.
• Flexibility to work additional hours based on business needs.

Application Instructions:

To apply, please submit a resume and a brief, one-page cover letter stating how your qualifications and experience match the requirements and how your experience will support HHMI in its mission.

Physical Requirements:

Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).

Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Compensation and Benefits:

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our Benefits at HHMI site to learn more.

Compensation Range $27.01 (minimum) - $33.77 (midpoint) - $43.90 (maximum)

Pay Type: Hourly

HHMI's salary structure is developed based on relevant job market data. HHMI considers a candidate's education, previous experiences, knowledge, skills and abilities, as well as internal consistency when making job offers. Typically, a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range.

HHMI is an Equal Opportunity Employer. We use E-Verify to confirm the identity and employment eligibility of all new hires.

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