Travel Coordinator

About the role

Department: 988 Network Operations

Reports to: Manager, Logistics

Location: Hybrid preferred, Remote for candidates who meet all preferred qualifications.

Schedule: Monday - Friday, 9 to 5PM ET

Salary Range: $27.42 - $32.97

Vibrant Emotional Health's groundbreaking solutions have delivered high quality services and support, when, where and how people need it for over 50 years. Through our state-of-the-art technology-enabled services, community wellness programs, and advocacy and education work, we are building a society in which emotional wellness can be a reality for everyone.

Position Summary

The Travel Coordinator will assist the Vice President, Operational Strategies and the 988 Logistics Manager with activities related to events, travel and expense reimbursement. This includes scheduling and booking travel, creating itineraries, communicating with internal and external stakeholders, soliciting travel proposals and RFPs, and expense/reimbursement tracking.

Duties/Responsibilities

• Plan itineraries, research, book, and manage multi-leg domestic and international travel schedules.
• Ensure that all travel is compliant with the Vibrant Event and Travel policy. Enforce travel policies, per-diem limits, and spending guidelines.
• Liaise with airlines, hotels, and car rentals. Assist in negotiating GSA and corporate rates.
• Supports travel logistics for events and conferences including booking flights, hotels, car rentals and gathering relevant supporting documents to ensure adherence to travel and expense policies.
• Completing pre-established event budget templates and processing relevant invoices.
• In partnership with Finance, supports annual travel budget tracking and reporting for various departments.
• Connects with the Logistics Manager on a weekly basis to share progress, surface roadblocks, and brainstorm solutions.
• Develops an understanding of internal and external systems, such as Tipalti, Bill, and Egencia, create itineraries, confirm and book travel, process expense reports and credit card/invoice requests.
• When needed, process credit card reconciliation and external expense invoices in a timely manner.
• Engages in professional development activities (e.g., DEIB trainings)

Required Skills/Abilities

• Two years of experience in an administrative capacity.
• Experience in a travel or logistics role preferred.
• Familiarity with Microsoft 365.
• Knowledge of online booking tools and expense management software preferred.
• Excellent communication and interpersonal skills.
• Courteous and professional.
• Detail-oriented, with effective time management, multitasking, problem-solving, and organizational skills.
• Ability to establish productive and collaborative relationships with all levels of staff.
• Interest in mental health/suicide prevention and some familiarity with the nonprofit sector preferred.

Required Qualifications

• High School diploma or equivalent required.
• Bachelor's degree preferred.

PhysicalRequirements

• Mostly sedentary work; using standard office equipment including: a computer, keyboard, and telephone
• Ability to remain calm and composed under stress
• Potential travel to Vibrant's office and/or to support Vibrant in-person events.

Pay and benefits

We determine base pay through a comprehensive review of skills, experience, education, certifications, geographic location, and other relevant factors. The range listed reflects the compensation parameters for the role and does not represent the full compensation package. A complete overview of compensation and benefits will be provided by the Talent Acquisition team during the hiring process.

Full time employees will be eligible for excellent comprehensive benefits, including medical, dental, vision, supplemental income insurance, employer paid disability insurance, employer paid life insurance, pre-tax FSA for medical and dependent care, and 401K available.

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. Vibrant will consider any equivalent combination of knowledge, skills, education and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

Please be aware that fictitious job openings, consulting engagements, solicitations, or employment offers may be circulated on the Internet in an attempt to obtain privileged information, or to induce you to pay a fee for services related to recruitment or training. Vibrant does NOT charge any application, processing, or training fee at any stage of the recruitment or hiring process. All genuine job openings will be posted on our careers page and all communications from the Vibrant recruiting team and/or hiring managers will be from an @vibrant.org email address.