Travel and Scheduling Coordinator
Position Summary
The Travel & Scheduling Coordinator will oversee all company travel, ensuring the smooth operation of the travel program by auditing and reconciling travel-related expenses, verifying direct bill invoices, and negotiating agreements with hotel partners in Idaho, Oregon and Washington. The role includes providing administrative support such as research, report preparation, and clerical tasks. This position may require working outside of regular business hours to accommodate last-minute travel needs and invoicing, collaborating with staff at all levels, demonstrating assertiveness and strong organizational skills.
Essential Position Functions
- Assists with travel system administration (e.g., Concur) for the entire organization, updating traveler profiles, and maintaining system configurations.
- Arranges and coordinates all aspects of business travel for employees, including company events and the traveler and on-call employee program.
- Receives, reviews, and approves pending travel authorizations and verifies receipts for reimbursement.
- Uploads travel vouchers and receipts into the system for approval, ensuring accuracy and compliance with policies.
- Manages relationships with travel vendors, reporting issues and staying current on updates.
- Supports the Travel and On Call Manager in verifying reimbursements, travel adherence, and approving last-minute travel arrangements.
- Administers direct billing with hotels and car rental agencies, ensuring proper setup and annual maintenance.
- Prepares reports, presentations, and correspondence, assisting with quarterly reporting and data analysis for trend identification and cost saving opportunities.
- Oversees and assists with various administrative and travel-related projects from conception to completion.
- Maintain Job Transfer Sets and Rule violations for traveling employee schedules in the employee scheduling system (e.g., UKG).
- Analyze all schedule change requests before processing for compliance with best practices, standard design guidelines, and company policies.
- Support the scheduling team by processing schedule change requests in the patient scheduling system (e.g., axiUm) and employee scheduling system (e.g., UKG).
Education and Experience
- Bachelor’s degree preferred with experience booking travel and/or providing departmental support OR equivalent combination of education and experience which will provide the ability to perform the essential functions of the position.
Compensation
The actual base pay offered to the successful candidate will be based on multiple factors, including but not limited to education, job-related knowledge/skills, experience, geographical location, and internal equity.
This position is also eligible for incentive pay in accordance with the terms of the Company’s plan.
Company Benefits
Willamette Dental offers the following benefits for this position, subject to applicable eligibility requirements: medical, dental and vision insurance, tuition reimbursement, flexible spending accounts, 401(k) retirement plan with 5% match, accidental death and dismemberment insurance, life insurance, voluntary disability insurance, commuter benefits, two complimentary pairs of Fig scrubs (clinical roles), and employee assistance program.
Paid Time Off (PTO): Eligible employees will accrue a minimum of 120 PTO hours per employment year in addition to seven paid holidays annually. The Company’s PTO program combines vacation and sick leave, which is more generous than Washington State’s Sick Leave Law. Employees in part-time roles working less than 40 hours per week will accrue PTO on a pro-rated basis.
Physical Requirements
The work is primarily performed while sitting and/or standing, but will require occasional walking, bending, stooping and carrying light items such as papers, books, or other supplies. The incumbent uses a computer and other standard office equipment to complete tasks.
Willamette Dental is an equal opportunity employer.
We provide equal employment opportunities to all employees and applicants for employment without regard to an individual’s race (including physical characteristics historically associated with race), religion, color, age, sex (including pregnancy), national origin, veteran status, disability, marital status, genetic information, sexual orientation, gender identity, pregnancy-related condition, or any other classification protected by applicable federal, state or local laws.
This job description is not meant to be an all-inclusive list of duties and responsibilities, but constitutes a general definition of the position’s scope and function in the company.
This position may be exposed to PHI in the course of his/her duties, and will handle protected information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).