Job description

Position Title: Travel and Administrative Coordinator

Department: Vision

Report to: Strategy Operations Director

Position Summary

Cross Catholic Outreach is an international humanitarian aid organization with dozens of employees traveling domestically and internationally in any given day. Now among the nation’s top 50 nonprofit organizations, CCO is entering an exciting phase of growth and transition that will result in even more travel. To support this growth, this role will oversee the organization’s corporate travel, help coordinate mission trips, and complete administrative tasks related to strategic planning activities. Spanish language fluency is strongly desired.

Job Responsibilities

CORPORATE TRAVEL ADMINISTRATION

While CCO works through a Travel Management Company (TMC), this role serves as the organization’s liaison, ensuring best practices, policies and data are applied.

Travel Program

· Maintain contracts, loyalty programs and relationships with the TMC, car rental agency, hotels, and other vendors.

· Annually update insurance policies including Foreign Travel and Auto Driver Liability. Facilitate processing of travel-related insurance claims.

· Work with travelers, airlines and TMC to utilize unused tickets.

· Maintain CCO Travel Policies and Procedures for employees and volunteer groups.

· Book travel for members of the executive team as needed.

Booking Platform

· Help oversee the organization’s transition to a new/refreshed online booking platform, in collaboration with I.T. and the affiliated TMC.

· Serve as in-house administrator of the platform.

· Escalate technical issues with the TMC as needed.

· Pull/compile monthly reports for the Accounting Dept. and for financial analysis.

GROUP TRIP COORDINATION

Church, school, and civic groups, as well as individual major benefactors, visit the CCO ministry partners they support to build relationships as brothers and sisters in Christ.

Mission/Vision Trips

· Assist the Mission/Vision Trip Leader in coordinating the various trip planning stages, including scheduling meetings and creating documentation.

· Help confirm international hotel, ground transportation, and in-country airline reservations. Spanish language fluency is primarily required to carry this out.

· Help maintain the International Travel Calendar

· Conduct post-trip participant surveys and report results to internal stakeholders

· Respond to Mission Trip inquiries submitted through the website

· May be called upon to occasionally lead or assist with weeklong trips.

Online Registration and Data Administration

· Serve as administrator of the mission trip registration platform (Go Method), helping ensure all standard information and downloadable forms are up to date.

· Facilitate online registration and payment of group participants.

· Ensure each trip’s participant data is exported into the donor database (NetFORUM).

ADMINISTRATIVE DUTIES

As CCO engages in a comprehensive strategic planning and change management process, this role assists the Strategy Operations Director with various tasks needed to carry out strategic planning initiatives, annual budget coordination and program/fundraising alignment activities such as:

· Schedule meetings and take meeting notes

· Help prepare presentations and handouts

· Track timelines

· Document processes

· Help maintain key information in the content management system (Zengine)

· Other duties as assigned.

Experience & Knowledge Required/Preferred

· At least 2 years’ experience as a professional Travel Advisor

· Familiarity with the SAP Concur booking platform, preferred

· International travel experience, preferably to one or more developing countries

· Experience participating in at least one Mission Trip, preferred

· Spanish language fluency strongly desired

Skills & Abilities Required

· Impeccable attention to detail and superb organizational skills

· Ability to maintain meticulous documentation

· Calm and focused under pressure

· Customer service aptitude with all levels of internal and external constituents

· Strong planning and problem-solving skills

· Excellent verbal and written communication skills

· Ability to manage multiple tasks and details, and effectively prioritize requests

· Strong technical acumen. Proficiency in MS Word, Outlook, Excel, and PowerPoint, familiarity with web-based shared documents, and ability to learn new platforms quickly.

Our Ecumenical Christian Work Environment

We are a Catholic ministry with an ecumenical staff of Catholic, Protestant and Eastern Orthodox believers working in unity to provide food, water, housing, education, orphan support, medical care, micro enterprise, and disaster relief — and the love of our Lord Jesus Christ — to the poorest of the poor in more than 30 countries around the world. We believe strongly in unifying Christians in this mission of mercy, and we believe that creating a welcoming work environment for all Christian faiths is essential to achieving our ministry goals.

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: Remote

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