Meeting and Travel Program Coordinator

Based in Washington, DC


Job Category: Local 2
Requisition Number: MTEST002665
Type: Full-Time
Location: Washington | DC | 20036 | USA

JOB TITLE: Meeting and Travel Program Coordinator
Salary: $82,828.16
LOCATION: Washington, DC (HQ)

ORGANIZATIONAL OVERVIEW: The 2 million members united in the Service Employees International Union (SEIU) are at the forefront of a movement to build power for working people and empower all workers to form unions, no matter what job they do. SEIU members are from every walk of life, every political party, every background, and every faith. They come from communities with their own stories and strengths, and that makes the Union all the more powerful because there's strength in numbers. SEIU members work across the healthcare spectrum providing high-quality care and services. They are the workers who keep our nation's airports running and make sure landmark buildings are clean and secure. They provide essential public services and give a foundation of learning to our youngest and brightest. SEIU members believe in and are fighting for a Just Society where all workers are valued and all people respected—no matter where they come from or what color they are; where all families and communities can thrive; and where we leave a better and more equitable world for generations to come.

PURPOSE: The Meetings, Travel and Events Services department manages the travel program for SEIU and eight Locals and strive to provide our travelers with the best possible experience. The department delivers a travel strategy that aligns with SEIU's organizational objectives, values, and behaviors and focuses on maximizing value, minimizing costs, and streamlining processes. We help align organizational policy with the travel booking process.

The Travel Program Coordinator has an extensive background in travel, travel sourcing, or strategic sourcing. The candidate must possess an understanding of the travel ecosystem and landscape, supplier management, travel operations, and travel technology like Concur, TripBAM, and Virtual Payment Solutions. The Travel Program Coordinator reports to the Assistant Director of Meetings, Travel, & Event Services.

PRIMARY RESPONSIBILITIES: (Any one position may not include all of the specific duties and responsibilities listed. Examples provide a general summary of the work required and should not be treated as a total and complete list of expected duties to be performed by employees in the classification.)

  • Support the Assistant Director in maintaining a rhythm of the business for the travel program that drives execution of department priorities and encourages best practice sharing across the Union- including but not limited to:
    • Implementation of travel vendor agreements and programs;
    • Business travel-related sourcing engagement and RFPs for TMC, Air, Car, Hotel, Rail, Technology, V-pay, and other travel supplier needs;
    • Supplier management initiatives including standardizing operations, monitoring SLAs, and negotiating remediations;
    • Developing and maintaining program SOPs.
  • Track travel program contracts and maintain a schedule of contract critical dates like expirations.
  • Support the day-to-day travel operations of the travel program, the transient hotel sourcing program, and relevant reporting, including tracking the hotel program.
  • Serve as the main contact for travelers, travel arrangers, and guests; handle general inquiries; resolve issues; refer more complex inquiries to appropriate personnel, and maintain confidentiality in sensitive matters. Provide solutions to travel-related issues and follow-through during the complete traveler journey: pre-trip, during-trip, and post-trip.
  • Identify innovative ideas, technology, and best practices to improve operational excellence to drive traveler satisfaction and safety, policy compliance, cost reduction, and program efficiency.
  • Serve as the SAP Concur travel site administrator and expert. Administer and configure the OBT to ensure alignment with all travel policies, access to optimally priced content, appropriate messaging, and consistent look & feel. Make necessary system recommendations based on the needs of each configuration.
  • Ensure and track compliance with all configured travel policies and procedures and provide analysis and reports as needed.
  • Train/walk travelers and travel arrangers through the use of travel-related technology components including but not limited to the online booking tool, Tripism, and Tripkicks
  • Collaborate with the Meetings and Events team, sharing any relevant program feedback and identify areas for improvement and/or enhancement
  • Coordinate the schedule for vendor business reviews and weekly connects, meeting materials, and the tracking of next steps to ensure vendor accountability.
  • Coordinate and schedule user-group travel program workshops, policy review workshops, and pulse calls to gauge traveler sentiment and provide actionable insights
  • Coordinate end-to-end travel program and policy review trainings/workshops including content management, logistics, communication, delivery, and outcome reporting/analytics.
  • Create, communicate and update relevant content across multiple technology platforms designed to support and educate travelers.
  • Perform other duties as assigned

Include SEIU staff, SEIU Local staff, SEIU members, SEIU partners, SEIU guests, contractors, vendors, and event staff.

This position reports to the Assistant Director of Meetings, Travel, and Events, and operates with autonomy in executing the responsibilities of the job.

EDUCATION & EXPERIENCE: At least five (5) years of experience in travel program management, strategic sourcing, or related travel industry experience that would provide the following knowledge, skills, and abilities:

  • Bachelor's degree or equivalent business travel industry-related work experience.
  • Travels Industry certification(s) and/or designation(s) from professional organizations like GBTA preferred.
  • Demonstrated in-depth knowledge of systems, tools, workflows, and procedures related to business travel;
  • Demonstrated advanced knowledge in the areas of business travel, travel risk management, and/or expense reporting.
  • Demonstrated experience aligning business travel concepts and organizational objectives to resolve complex issues related to business travel, in creative and effective ways.
  • Experience using Microsoft Excel to manipulate and analyze data
  • Ability to work on complex issues where analysis of situations or data requires an in-depth evaluation of variable factors.
  • Ability to exercise judgment in methods, techniques and evaluation criteria for obtaining results.
  • Ability to leverage analytic skills and think critically to conceptualize and develop strategies to build business travel models.
  • Demonstrated in-depth knowledge of travel industry systems such as SAP Concur Travel.
  • Demonstrated in-depth experience collaborating in cross-functional teams and being a team player.
  • Ability to effectively manage and prioritize a high volume of demanding, concurrent projects;
  • Proven ability to communicate effectively.

PHYSICAL REQUIREMENTS: Must have the ability to work in an office (or similar) setting with or without reasonable accommodation. Travel is required. In addition, long, extended and irregular work hours are often required.


VACCINATION REQUIREMENT: Candidates will be required to show proof of being fully vaccinated against COVID-19 upon commencing employment. Reasonable accommodations will be considered on a case-by-case basis for either a) a certain medical condition(s); or b) on the basis of sincerely held strong religious beliefs and practices; c) as otherwise required by law.

Apply Here: https://www.click2apply.net/E5x8mKHWZYr5gIlnAh7NAQ


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