JOB DESCRIPTION

TITLE
Position
Reports to

: Travel Coordinator
: 40 hours/week
: Supervisor

PRIMARY DUTIES:
The American International Health Alliance (AIHA) seeks a Travel Coordinator, who
will be responsible for the completion of all administrative needs of program travel.
ESSENTIAL DUTIES:
1. Travel-Related Duties
Create, maintain, and update hard copy trip files for all travel, including
review and preparation for annual audit
Enter information provided by staff into the database and maintain travel
database Communicate with staff travelers regarding their travel needs
as well as the travel needs of partners and consultants
Coordinate with Omega World Travel to provide trip itineraries to
travelers Assist in processing visa forms and obtaining visas from foreign
embassies, including coordinating with regional and program staff to
obtain letters of invitation from regional offices
Coordinate with Omega staff to obtain excess baggage vouchers when
needed, and to ensure in-transit hotel accommodations
Send airline tickets to travelers (including sending packages via express
mail services)
Arrange travel insurance providers (AXA Insurance) for all travelers;
maintain and update the lists of enrolled travelers and coordinate annual
membership renewals.
Coordinate with finance department to invoice travelers for personal
travel costs, including sending invoices to travelers and following up with
finance staff Review weekly Omega reports on airline tickets, including
United Airline bills
Monitor and ensure compliance with AIHAs Travel Policy and
Procedures

Update per diems on a quarterly basis and obtain feedback from travelers
on regional perdiem amounts
Support all aspects of staff and VIP travel as needed
Provide content update for the travel section of the AIHA web site
Complete other duties as assigned

Administrative Support Duties:

Provide production back up to program staff, including collecting, compiling,
assembling,
reproducing, and distributing documents/materials for workshops and
conferences
Schedule, coordinate, and organize events such as meetings, conferences, and
departmental
activities as needed
Arrange conference calls for program staff
Perform other duties as required
QUALIFICATIONS:
Bachelors degree or equivalent combination of two-year college education
and two years related experience
Ability to handle multiple tasks simultaneously in a fast-paced environment,
set priorities, and work both independently and in a team environment
Professional oral and written communication skills; must be able to interact
and communicate effectively with individuals at all levels of the organization
with tact and diplomacy, and with a high level of cultural sensitivity
Strong attention to detail
Excellent customer service skills
Ability to identify and resolve problems in a timely manner
Must exhibit sound and accurate judgment
Must demonstrate accuracy and thoroughness
Proficiency in Microsoft - Excel, Word, PowerPoint
Good planning and organizational skills
Professional appearance and manner
ADA SPECIFICATIONS:
The physical demands described here are representative of those that must be met
by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to

perform the essential functions. While performing the duties of this job, the
employee is occasionally required to stand; walk; sit, use hands to finger, handle, or
feel objects, tools or controls; stoop; reach with hands and arms; balance; talk or
hear. The employee must occasionally lift and/or move up to 15 pounds. Specific
vision abilities required by the job include close vision, distance, color vision,
peripheral vision, depth perception, and the ability to adjust focus.
Work Environment:
Work environment characteristics described here are representative of those that
must be met by an employee to successfully perform the essential functions of this
job. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions. While performing the duties of this
job, the employee is not exposed to weather conditions. The noise level in the work
environment is usually moderate.
Qualified candidates please e-mail cover letter, resume, and salary requirements to
hr@aiha.com.

Job Activities for: "Travel Agent"

Performing for or Working Directly with the Public -- Performing for people or
dealing directly with the public. This includes serving customers in restaurants and
stores, and receiving clients or guests.
Interacting With Computers -- Using computers and computer systems (including
hardware and software) to program, write software, set up functions, enter data, or
process information.
Getting Information -- Observing, receiving, and otherwise obtaining information
from all relevant sources.
Selling or Influencing Others -- Convincing others to buy merchandise/goods or to
otherwise change their minds or actions.
Communicating with Persons Outside Organization -- Communicating with
people outside the organization, representing the organization to customers, the
public, government, and other external sources. This information can be exchanged
in person, in writing, or by telephone or e-mail.
Updating and Using Relevant Knowledge -- Keeping up-to-date technically and
applying new knowledge to your job.
Establishing and Maintaining Interpersonal Relationships -- Developing
constructive and cooperative working relationships with others, and maintaining
them over time.
Organizing, Planning, and Prioritizing Work -- Developing specific goals and
plans to prioritize, organize, and accomplish your work.
Communicating with Supervisors, Peers, or Subordinates -- Providing
information to supervisors, co-workers, and subordinates by telephone, in written
form, e-mail, or in person.
Making Decisions and Solving Problems -- Analyzing information and evaluating
results to choose the best solution and solve problems.