Travel Coordinator

About the role

Reports to: Director of Finance

Initial Salary Range

$25.25 - $29.70 hourly

Benefits

• Health, Vision, & Dental Insurance, Retirement Contributions, PTO, and Paid Holidays
• Classification: Non-Exempt

Status: Full-Time (1.00 FTE), Regular w/ Benefits

Location: Portland, OR

Position Summary

The Travel Coordinator coordinates business-related travel arrangements for NPAIHB employees and other authorized travelers, ensuring that travel is arranged efficiently, cost-effectively, and in accordance with applicable organizational policies and procedures. The Travel Coordinator serves as a central resource for travelers and staff across the organization, facilitating travel planning, reservations, required approvals, and related documentation.

The Travel Coordinator must have thorough knowledge of business travel coordination practices and demonstrate strong organizational, logistical planning, customer service, and problem-solving skills. The position requires the ability to interpret and communicate travel policies, coordinate required approvals, maintain accurate travel documentation, and resolve routine travel-related issues and discrepancies.

The Travel Coordinator serves on NPAIHB's Finance team, which supports the organization's financial operations, purchasing, travel administration, accounting, and related administrative functions. The Finance team includes approximately seven (7) staff members.

The Travel Coordinator reports to the Director of Finance. This scope of work is housed within the Finance Department.

This position is based at NPAIHB's offices in Portland, Oregon and is expected to work on-site in accordance with applicable workplace and telework policies, including attendance at designated in-person meetings and activities.

Local travel is required infrequently, and overnight travel outside of the area is required occasionally. See "Travel Requirements" for more information.

Essential Functions

Travel Excellence and Success

• Coordinates NPAIHB's business travel activities in accordance with organizational policies, approved budgets, applicable funding requirements, and the operational needs of NPAIHB programs and departments
• Contributes to an organizational culture of professional excellence, integrity, rigor, service, accountability, collaboration, and continuous improvement
• Identifies opportunities to improve travel coordination processes, resolve recurring issues, reduce unnecessary costs, and strengthen the efficiency and reliability of travel services
• Establishes and maintains effective working relationships with airlines, lodging providers, rental car companies, travel agencies, and other travel-related vendors to support timely and cost-effective travel arrangements
• Provides guidance, technical assistance, and educational resources to employees and other authorized travelers regarding NPAIHB travel policies, procedures, forms, approval requirements, and reimbursement processes

Travel Coordination and Logistics

• Researches and compares transportation, lodging, and other travel options to identify cost-effective arrangements that meet approved travel needs, applicable rate limits, scheduling requirements, and organizational travel policies
• Coordinates and books approved business travel arrangements for employees and other authorized travelers, including airfare, lodging, rental vehicles, and other necessary transportation
• Prepares and distributes travel itineraries, reservation confirmations, schedules, and other relevant travel information to authorized travelers and appropriate staff

Travel Policy Compliance and Financial Processing

Reviews travel requests for accuracy, completeness, required approvals, available funding information, and compliance with applicable travel policies and procedures; follows up with travelers and authorized approvers to resolve missing or inconsistent information before arranging travel

• Reviews travel expense reports, receipts, and supporting documentation for accuracy, completeness, and compliance with applicable policies
• Assists with the reconciliation of travel-related transactions and coordinates resolution of discrepancies with travelers and appropriate Finance staff

Enters travel-related transactions and reimbursement information into designated accounting and expense management systems, including Sage Intacct, as assigned; verifies supporting documentation and coordinates with Finance staff to facilitate accurate and timely processing

Administrative and Reporting Functions

• Maintains accurate, complete, and organized travel records, including travel requests, approvals, reservations, itineraries, receipts, and related documentation, in accordance with organizational policies, funding requirements, and records retention procedures
• Maintains current travel schedules, tracking systems, and related records to monitor travel requests, reservations, approvals, deadlines, and outstanding follow-up actions
• Communicates travel-related updates, outstanding approvals, scheduling concerns, and other issues to travelers, supervisors, Finance staff, and other appropriate stakeholders, while maintaining documentation of significant decisions and required follow-up

Establishes and maintains travel profiles for employees and other authorized travelers, and supports the appropriate use and administration of organizational credit cards, travel accounts, and approved vendor or loyalty programs in accordance with established policies and procedures

Other Duties

• Performs other duties as assigned by the Director of Finance, Executive Director or their designee
• Supports the coordination of lodging arrangements and hotel agreements for NPAIHB meetings and events, including obtaining quotes, comparing rates and terms, and assisting authorized staff with contract negotiations and required approvals

• Standards of Conduct
• Act in service to the Tribes and Tribal communities we serve
• Uphold the Mission, Values, and Vision of the NPAIHB

• Maintain the highest level of confidentiality with all NPAIHB information and documentation
• Consistently exhibit professional behavior and a high degree of personal and professional integrity and impartiality appropriate to the responsible and confidential nature of the position
• Exercise good judgment and initiative in performance of duties and responsibilities
• Demonstrate self-awareness, sound interpersonal judgment, and constructive communication in the performance of all duties and responsibilities
• Demonstrate a commitment to learning, innovation, service, knowledge sharing, and the professional development of others, as appropriate to the position
• Help cultivate an organizational culture that centers NPAIHB's service to Tribes, promotes professional excellence, and builds an environment where employees grow and thrive
• Recognize diversity as a strength, and equity as a baseline
• Work in a cooperative manner with all levels of management and with all NPAIHB staff
• Effectively plan, organize workload, and schedule time to meet workload demands
• Use reasonable judgment to consistently display professional work attire during normal business hours, and/or dress appropriately for the workday, space, or event in lieu of a formal dress code
• Be present, available, and responsive for meetings and calls during regular working hours
• Participate actively in virtual meetings and use video when reasonably expected and appropriate, subject to approved accommodations or exceptions
• Show consideration by communicating effectively and building collective understanding
• Recognize that relationships are the cornerstone of NPAIHB's work by treating all NPAIHB Tribal Delegates and Alternates, partners, staff, and American Indian/Alaska Native people with dignity and respect
• Participate in required NPAIHB meetings, trainings, and organizational activities

Qualifications

Education

Minimum education required

High school diploma or equivalent

Additional education preferred

• Associate degree in hospitality, tourism, business administration, accounting, or a closely related field
• Experience

Minimum experience required

At least two (2) years of professional experience in business travel coordination, administrative operations, purchasing, hospitality, or a closely related field that demonstrates the knowledge, skills, and abilities required for the position

Additional experience preferred

• At least one (1) year of professional experience working with Tribes, Tribal organizations, Tribal communities, or Tribal health clinics
• Direct experience working with Northwest Tribes

Required Knowledge, Skills, and Abilities

• Advanced proficiency with common workplace software programs (including Microsoft Word, Excel, PowerPoint, Teams, and SharePoint, as well as Adobe Acrobat)
• Strong written communication skills, including the ability to prepare clear, accurate, and professional correspondence, travel instructions, itineraries, and related documentation
• Must demonstrate discretion, tact, knowledge, judgment, and overall ability in working effectively with federal, tribal, and other professionals, facilitating participation and partnership in the activities of the travel program
• Excellent interpersonal skills
• Demonstrated cultural humility and ability to work effectively across cultural contexts
• Ability to learn and effectively use travel booking, expense management, and accounting systems
• Ability to research and compare travel options, evaluate pricing and availability, identify cost-effective alternatives, and accurately interpret travel-related information
• Ability to exercise discretion, tact, and judgment
• Ability to work effectively with federal, Tribal, and other professionals
• Ability to facilitate participation and partnership in travel activities
• Ability to work effectively with minimal supervision
• Ability to exercise initiative and make independent decisions and recommendations
• Ability to complete tasks in a timely and accurate manner

Additional knowledge, skills, and abilities preferred

• Advanced knowledge of business travel coordination, including airline and lodging reservations, transportation arrangements, travel pricing, and applicable industry practices
• Intermediate proficiency with accounting, purchasing, travel booking, or expense management systems, preferably Sage Intacct, Expensify, or comparable software

Probationary Period

External applicants must agree to serve a minimum six-month probationary period during which time their employment can be terminated at will. For the purpose of evaluating job performance, internal applicants must agree to serve a minimum six-month probationary period when job duties change significantly.

Work Conditions

Physical Demands

This position primarily involves sedentary work, including lifting no more than 10 pounds at a time, and occasionally lifting or carrying small articles such as files, supplies, or small tools. The work is primarily performed while seated but may require occasional standing and walking.

Standard office requirements include

• Frequently requires sitting for sustained periods
• Frequently requires keyboarding, fine-finger dexterity, and repetitive movement of the wrists, hands, and fingers
• Occasionally requires standing, walking, and ascending or descending stairs or ramps
• Infrequently requires stooping or crouching

Travel and field-work requirements include

• Requires prolonged sitting during automobile or air travel
• Requires walking and standing at meeting, event, inspection, or field locations
• Requires navigating airports, hotels, Tribal facilities, clinics, government offices, and other work locations
• Requires lifting or carrying luggage, presentation materials, inspection materials, or other work supplies weighing up to 50 pounds
• May require exposure to outdoor weather, variable temperatures, or other applicable field conditions

Travel Requirements

Local travel is required infrequently. Overnight travel outside of the area is required approximately 10% of the time. Attendance at quarterly NPAIHB Board Meetings is optional. These meetings are held both locally and hosted by our member Tribes on a rotating basis, taking place during the third or fourth weeks of January, April, July, and October, and typically require a minimum stay of three overnights per meeting.