Job Description Summary:
** Cover Letter Required **Negotiates travel vendor contracts and modifications for customer or bidder. Participates in the development and fulfillment of contract requirements. Interprets contracts and organizes or processes correspondence with prime or subcontracting parties. Acts as liaison between company and subcontractors to implement fulfillment of contracts. Serves as a liaison between the department and a variety of internal and external customers. Provides information and guidelines. Answers inquiries and resolves complaints and issues with customers, vendors, and agencies. Tracks expenses and prepares and maintains extensive reports and records on activities and related costs. Negotiates hotel attrition.
Job Description:
ESSENTIAL JOB DUTIES:
Reviews and negotiates terms and conditions of travel contracts, grants, and cooperative agreements with government and private sponsors.
Administers contracts related to hotels, restaurants, rental car companies, travel management company, duty of care provider, airlines, key personnel notifications, foreign travel requests, and waivers.
Conducts contract management, including changes, approvals, problem resolution, and reporting.
Serves as a liaison between National Academies and hotels, rental car companies, and airlines regarding the National Academies’ institutional policies, procedures, and operations. Also serves as key personnel for dispute resolution between travelers and travel vendors.
Maintains and updates intranet resources for Travel Services
Provides expertise and concurrence, on consultant agreements, purchase requisitions, and subcontracts under our existing prime contracts, to program staff and Office of Contracts and Grants (OCG) staff.
Prepares proposal responses for requests for proposals (RFP) and proposed contracts. Includes reading and reviewing statement of work, cost centers, and proposed Contractors. Conducts Cost/Price analysis and reviews with appropriate staff.
Holds regular training for travel administration for unit and division staff. Sends regular travel guidance updates to responsible unit and division staff
Responds to questions from travel vendors/organizations regarding Terms and Conditions and scope of work revisions. Maintains contact with respective divisions and responsible staff officers of the National Academies to address problems or situations as appropriate and to ensure contract commitment. Interacts with supervisor on matters relating to day-to-day administration of subcontracts.
Manages assigned staff. Provides leadership and mentors employees. Trains and develops employees to successfully perform current responsibilities and encourages development of staff for future roles. Forms effective teams and cultivates a work environment that fosters teamwork. Interprets and ensures consistent application of organizational policies. Initiates personnel actions, including performance and compensation reviews and disciplinary actions.
May issue modifications to contracts as needed.
NONESSENTIAL JOB DUTIES
• Related duties as required.
• Special projects as assigned.
JOB SPECIFICATIONS
Required Knowledge, Skills, and Abilities: Ability to solve complex intellectual problems. Ability to work successfully in a team environment and to form and maintain effective teams. Experience working in complex environments with a high degree of organizational effectiveness. Ability to develop relationships with co-workers and employees in other National Academies’ departments through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees, members, and vendors. Ability to undertake tasks broad in nature, requiring ingenuity, and originality. Ability to serve as a resource to others in the resolution of problems and issues. Ability to operate independently, and exercise appreciable latitude for independent judgement, discretion, and action. Experience working in complex environments with a high degree of organizational effectiveness. Excellent communication skills with a proven ability to effectively interact with all levels of employees.
Minimum Education/Training Requirements: Bachelor’s Degree in Business Administration or related field, or equivalent knowledge.
Minimum Experience: Three years of related professional travel experience as a travel agent, hotel management, or other travel professional context.
Physical Capabilities: Ability to work at a computer for extended periods of time.
Required Licenses, Certification or Registration: None.
Supervisory Responsibilities/Controls: Reports to Director. Sets objectives with supervisor. Supervises associate.
Compensation Range: The National Academies of Sciences, Engineering, and Medicine support equity, fairness, and transparency in our compensation programs. An estimated compensation range for this position is $70,880 - $88,600. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range. This is a benefits-eligible position. Our Benefits Plan offers competitive and comprehensive benefit options, including medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, leave benefits such as paid holidays and paid personal leave, transportation subsidies, and education assistance. For more information, please click here.
Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 40% with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.
The National Academies’ Statement on Diversity and Inclusion:
We, the National Academies of Sciences, Engineering, and Medicine (the National Academies), value diversity among our staff, members, volunteers, partners, vendors, and audiences. We recognize that talent is broadly distributed in society and that many perspectives enhance the quality of our work and drive innovation and impact.
We pledge to cultivate a workplace culture and climate that promotes inclusion, belonging, accessibility, and anti-racism; upholds equity; and values the participation of all who are engaged in advancing our mission. By embracing the values of diversity, equity, and inclusion in our programs, institutional policies and practices, and products, we will be able to better advise the nation on the most complex issues facing society and the world.
Equal Opportunity Employer:
It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.
Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.
The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.
Job Family:
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