Travel Coordinator

Travel Coordinator (AA4/DBHR)

$46,596.00 - $62,568.00

 
This position manages travel for work associated with the Division of Behavioral Health and Recovery. This highly organized individual will develop centralized processes and practices for tracking and processing payments, managing travel documentation, and providing technical assistance. If you are an independent problem solver who thrives in developing cohesive and efficient procedures, this may be the position for you!
 
All HCA employees will apply an equity lens to their work, which may include but is not limited to all analyses of core business and processes.
 
Division philosophy statement:
The Division of Behavioral Health and Recovery (DBHR) values and seeks diversity, equity, and inclusion as integral to the behavioral health field. We support, embrace, and celebrate everyone’s uniqueness, promote inclusion, and commit to remove systemic barriers that affect our workforce, our providers, and the people that receive prevention, treatment, and/or recovery support services.
 
About the division:
DBHR provides support for substance use, mental health and problem gambling services through prevention, treatment, peer, and recovery support. Programs promote strategies that support healthy lifestyles by preventing the misuse of alcohol, tobacco, and other drugs, supporting recovery from substance use, promoting recovery and resiliency, reducing stigma, mitigating the effects of problem gambling on the individual and family. DBHR brings operational elements such as medical assistance substance use and mental health into closer working relations to serve individuals more effectively and efficiently.
 
About the position:
This Travel Coordinator position reports to the deputy director of operations within DBHR and serves as the subject matter expert for employee and non-employee state business travel, the community engagement lived experience stipend reimbursement program, and other specialized coordination and management tasks. It provides subject matter expertise, facilitation, process management, and training for all in-state and out-of-state travel conducted division-wide, for both DBHR staff and applicable non-employee travel; manages stipend payments for individuals with lived experience who participate on applicable HCA boards; and assists with division email inboxes and tracking of stakeholder lists, in coordination with the HCA communications office. This position applies their knowledge of state rules, regulations, and applicable legal requirements to ensure all travel and stipend reimbursement requests are accurate, comply with applicable rules and agency processes, are centralized and streamlined, and are processed in a timely manner.
 
This position is typically required to report on-site five days a week to meet business need but will have some telework schedule flexibility. The default assigned work location of all Health Care Authority (HCA) positions – both on-site and telework eligible positions – is within the State of Washington. Frequency of onsite work will vary based on business and operational needs. HCA may choose, but is not required, to support out-of-state telework on a case-by-case basis.

Some of what you will do:
Serve as the subject matter expert and central point of contact for travel for all division staff and applicable non-employees. 

• Develop and maintain centralized, streamlined travel processes and practices across the division, in accordance with state and agency rules, regulations, and requirements.
• Train professional and administrative staff in travel processes and practices.
• Schedule meetings and conference rooms using Outlook.
• Lead meetings with internal and external stakeholders, both in-person and/or virtually.
• Provide technical assistance to division staff on all travel-related questions or issues.
• Report travel statuses, delays, opportunities for process improvement, and any potential travel issues to DBHR leadership.
• Process and appropriately route all out-of-state travel paperwork for DBHR employees.
• Make out-of-state travel arrangements and prepare and process corresponding travel documentation.
• Conduct quality assurance reviews of all in-state and out-of-state travel documentation for accuracy and adherence to rules, laws, policies, and processes.
• Serve as the division’s subject matter expert and point of contact for all applicable non-employee travel coordination, facilitation, documentation, approval, and reimbursement processing.
• Develop written materials and provide training to applicable non-employee travelers, in coordination with other HCA divisions.

Serve as the subject matter expert and central point of contact for the Community Engagement Lived Experience Stipend program within DBHR.

• Develop and maintain centralized, streamlined division processes and procedures for stipend requests from participants of the community engagement lived experience program.
• Provide technical assistance on DBHR community engagement lived experience stipend reimbursement processes to program and administrative staff and division leadership.
• Conduct quality assurance reviews of all stipend submissions prior to payment.

Required qualifications:

 Qualifying candidates will meet one of the following qualifications:

• One year as an Administrative Assistant 3,
• Two years as an Administrative Assistant 2, or
• High school graduation AND four (4) years of progressively responsible experience in office/clerical, secretarial, or general administrative work

Qualifying candidates will also meet both of the following criteria:

• Advanced proficiency in MS Office Suite software including Word, Excel, Outlook, and PowerPoint.
• Proficient in scheduling meetings and conference rooms in Outlook with multiple internal and external attendees.

 
Preferred qualifications:
 

• Advanced proficiency in MS Visio and Adobe Acrobat Professional.
• Experience preparing travel materials, making travel arrangements, preparing pre-authorizations, and obtaining reimbursement authorizations within Washington State travel rules and regulations.
• Experience using the Travel and Expense Management System (TEMS).
• Familiarity with the community engagement lived experience stipend program.
• Demonstrated ability to:
  • Communicate effectively with diverse audiences, both in writing and speech;
  • Work effectively with others from diverse backgrounds;
  • Read, understand, and interpret policies and procedures;
  • Develop specific processes and practices based on general guidelines; and
  • Prepare and deliver training to diverse audiences based on established processes.
  • Set up and moderate online meetings and webinars (i.e. Zoom, Microsoft Teams, GoToMeeting, etc.).

 
How to apply: 

Only candidates who reflect the minimum qualifications on their NEOGOV profile will be considered. Failure to follow the application instructions below may lead to disqualification. To apply for this position, you will need to complete your profile which includes three professional references and attach:

• A cover letter that specifically addresses how you meet the qualifications for this position
• Current resume

 
To take advantage of veteran preference, please do the following:

• Attach a copy of your DD214 (Member 4 long-form copy), NGB 22, or USDVA signed verification of service letter.
• Please black out any PII (personally identifiable information) data such as social security numbers. Include your name as it appears on your application in careers.wa.gov.

About HCA: 
The Washington State Health Care Authority (HCA) is committed to whole-person care, integrating physical health and behavioral health services for better results and healthier residents.
 
HCA purchases health care for more than 2.5 million Washington residents through Apple Health (Medicaid), the Public Employees Benefits Board (PEBB) Program, and the School Employees Benefits Board (SEBB) Program. As the largest health care purchaser in the state, we lead the effort to transform health care, helping ensure Washington residents have access to better health and better care at a lower cost.
  
What we have to offer:

• Meaningful work with friendly co-workers who care about those we serve Voices of HCA
• A clear agency mission that drives our work and is person-centered HCA's Mission, Vision & Values
• A healthy work/life balance, including alternative/flexible schedules and mobile work options.
• A great total compensation and benefit package WA State Government Benefits
• A safe, pleasant workplace in a convenient location with restaurants, and shopping nearby.
• Tuition reimbursement
• And free parking!

 
Notes:
Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment.
 
HCA is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included, and empowered to bring unique ideas to the agency. Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans, as well as people of all sexual orientations and gender identities are encouraged to apply. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact Jake Nelko at 360.725.0945 or jake.nelko@hca.wa.gov.

The Washington State Health Care Authority (HCA) is an E-Verify employer. All applicants with a legal right to work in the United States are encouraged to apply.