Essential Functions of the Job

• Book and Manage Travel Arrangements: Assist the Travel Team during periods of high volume and while participating in the after-hours call rotation by using Avant’s travel booking platforms to arrange flights, hotel accommodations, rental cars, and other necessary services for the Avant Transition Program (ATP), relocations, NCLEX testing, and Avant’s CARE program.
• Distribute Itineraries and Communications: Prepare and send travel itineraries, schedules, and standard pre-arrival communications to HCPs, confirming travel dates and departure details and requesting visa copies when required.
• Handle Changes and Cancellations: Support the Travel Team with re-scheduling flights, accommodations, and transportation in the event of cancellations or changes, ensuring updated documents and advanced-fund information are promptly redistributed.
• Complete Hotel Check-In Documentation: Prepare and submit required forms and authorizations to ensure seamless hotel check-ins for USTP, Transition Trips, NCLEX, CARE, and relocation travel.
• Escalate Family Travel Requests: Refer HCP family travel requests requiring approval to the Travel Specialists or Travel Manager.
• Coordinate Relocation Logistics: Partner with Relocation Support and Travel Teams to arrange moving trucks, car tow equipment, movers, hotel accommodations, and other logistics related to relocations.
• Collaborate Across Teams: Work with other Global Mobility and Logistics teams to arrange airport transportation, NCLEX test-site transportation, Avant housing needs, and special flight or baggage reimbursement requests.
• Process Expenses and Maintain Records: Process and submit HCP travel expenses and reimbursements in internal systems to meet accounting deadlines, ensuring all data is accurate and up to date in Avant’s databases, files, and schedules. Provide support to the team to facilitate the timely completion of their expense reports.
• Maintain Team SOPs and Email Inbox: Regularly review team Standard Operating Procedures (SOPs) for efficiency and accuracy, recommending updates as needed. Monitor and maintain the team email inbox, ensuring inquiries are addressed promptly or redirected to the appropriate team member for follow-up.
• Participate in Team Activities: Attend weekly meetings and other departmental sessions as needed to stay aligned with team priorities.

Marginal Functions Of The Job

• Other duties as assigned

Normal Work Schedule

This is a full-time position. Standard business hours are Monday through Friday 8:00 AM to 5:00 PM. Must be available for an on-call rotation to assist outside of standard business hours in the event of any reservation changes, concerns or issues related to HCP travel that may require assistance.

Education, Training, And Experience

• High School diploma or equivalent required; Associate degree preferred.
• Minimum 2-3 years of experience in administrative support, customer service, hospitality, and/or related experience and/or training required
• Experience within the travel industry preferred
• Strong organizational skills and ability to handle multiple priorities at once
• Strong sense of urgency with high priority tasks and able to meet deadlines
• Proficient with Microsoft Office products, Adobe, and electronic database management

Job Level Competencies

• Technical Skills: Fundamental ability to perform technical skills required for job role. This may include use of specific technology, knowledge of job-specific tasks and concepts, etc. Fundamental ability to follow detailed instructions on daily work and seek clarification when needed. Fundamental ability to handle routine tasks and non-routine tasks. Fundamental ability to handle tasks with a medium level of complexity with some guidance.
• Communicates Effectively: Fundamental ability to provide clear and concisely written, verbal and nonverbal communication. Effective communication builds productive and 'on brand' internal and external working relationships.
• Develops Self: Fundamental understanding of the Company's objectives and a broad range of expertise. Fundamental ability to apply professional concepts effectively and seek growth opportunities for increased impact. Fundamental ability to show a proactive approach to professional development and skill acquisition.
• Customer Focus & Teamwork: Fundamental willingness to work with and share knowledge within department. Fundamental ability to build relationships with team members across the department, and both internal and external customers.
• Decision Making: Fundamental ability to repeatedly obtain optimal results through routine and repetitive processes. Fundamental ability to identify alternative solutions as needed within established guidelines and procedures and assess when a situation requires input from others.
• Innovation: Fundamental ability to develop ideas that establish new or improve existing business processes and increase productivity. Fundamental ability to handle problems of moderate scope requires a review of a variety of factors. Fundamental abilities in creativity, flexibility, continuous improvement, curiosity, and experimentation.
• Quality Results Oriented: Fundamental ability to consistently deliver accurate, thorough, and efficient work with occasional support or oversight from Management. Fundamental ability to produce quality work that impacts the team and is created with autonomy. Fundamental ability to proactively seek feedback and apply it to enhance work quality.
• Resourceful & Tenacious: Fundamental ability to apply company policies and procedures to resolve a variety of issues.

Required Licenses, Certifications, And Other Specific Requirements Of Law

• Health Insurance Portability and Accountability Act (HIPAA) certification

Physical Demands

Other Characteristics of the Position

• Stationary desk work for extended periods at a time
• Regularly required to communicate
• Occasional lifting of office supplies up to 20 lbs.
• Vision abilities including close vision and ability to adjust focus

Work Environment

• This job operates in a professional office environment.
• This role routinely operates standard office equipment.

Statement of Responsibility for Confidential Data

• Has access to, and requires daily use of, confidential records.
• Required by federal law to maintain strict confidentiality of “Avant” employee information and maintain security of such information.
• Proprietary Information and Non-Conflict Agreement required.

Smoking/vaping and the use of tobacco products are prohibited on all Company premises, including indoor and outdoor areas, parking lots, and Company-owned vehicles.

As part of our employment process, candidates who receive a conditional offer may be required to undergo pre-employment drug testing.