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Senior Travel Coordinator (Hybrid Schedule)

Howard Hughes Medical Institute (HHMI)
United States, Maryland, Chevy Chase
4000 Jones Bridge Road (Show on map)
July 07, 2023
Primary Work Address: 4000 Jones Bridge Road, Chevy Chase, MD, 20815 Current HHMI Employees, click here to apply via your Workday account.

HHMI is focused on supporting and moving science forward in a variety of different ways ranging from conducting basic biomedical research, empowering educators, inspiring students, developing the next generation of scientists - even stretching into film and media production. Our Headquarters is in the greater Washington, DC metro area and is home to over 300 employees with expertise in investments, communications, digital production, biomedical sciences, and everything in between. The work housed here supports and augments the groundbreaking research conducted in HHMI labs across the nation. As HHMI scientists continue to push boundaries in laboratories and classrooms, you can be sure that your contributions while working here are making a difference.


The Senior Travel Coordinator provides top quality travel arrangements and customer service at HHMI's on-site travel office. They will research, schedule and coordinate travel and services for various clients. They will also ensure that reservations for air travel, car rentals, sedan services, overnight accommodations, and meeting-related matters are accurate and communicated in a timely manner to both the customer and appropriate teams at HHMI. In this role, the person will analyze vendor travel services and recommend changes if appropriate. They may assist the Travel Manager with special assignments as needed.

What we provide:

  • Opportunities to use your talents toward the critical work of HHMI's mission by directly connecting people to opportunities and one another.

  • A Manager who believes in the team's capability and works diligently to champion a synergetic, welcoming, and joyful team culture.

  • A mission driven team that is passionate about the work they do.

  • A company that champions a healthy work life balance with a flexible hybrid working model.

  • A competitive compensation package that includes a 10% employer contribution to your retirement, up to $10,000 in educational reimbursement each year, and a significant budget for professional development.

What you'll do:

  • Provide high quality customer service to clients by researching, scheduling, coordinating, modifying, and communicating travel arrangements and services for air travel, car rentals, sedan services, housing accommodations, and meeting related matters.

  • Anticipate and understand customers' needs and issues and ensure that customers are satisfied.

  • Suggest new procedures necessary to operate a proficient travel department.

  • Coordinate seamless operation between Travel Services and Conference Services.

  • Responsible for the testing and maintenance of multiple meeting registration websites created within the Certain meeting registration systems. Create, update, and provide reports for meeting coordinators.

  • Manage and maintain hotel rooming lists and arrival /departure lists. Update and monitor daily changes. Understand attrition guidelines and cancellation penalties as they pertain to a hotel contract. Monitor attrition levels and report meeting progress to Travel Services Manager.

  • Maintain, monitor, and update online travel booking tool, Concur. Also assist travelers with navigation through system and issues with online travel bookings.

  • Serve as back up support for Travel Services Manager for weekly reconciliation of Travel Office Procard(s) accounts within existing Financial System.

  • Maintain client profiles in online travel booking tool and Global Distribution System and adhere to HHMI's confidentiality policy.

  • Advise clients of visa and passport requirements and assist with the processing of these documents. Assist with personal travel when combined with business trips.

  • Provide on-site presence at our Janelia Research Campus in Virginia at least once per month in order to foster ongoing partnerships, support of Janelia travel community, and promote awareness of Travel Services.

  • Apply all technology offered to adhere to enhance agent quality and best pricing (e.g., Rezone Plus, Hotel and Travel Index, latest top travel industry websites).

  • Assure compliance with ARC recording and security guidelines.

  • Adjust schedules, tasks, and workload to reflect work priorities.

  • Assist Travel Manager with special assignments as needed.

What you bring:

  • High School graduate required; Bachelor's degree preferred

  • Certified Travel Counselor certification a plus

  • Minimum five years of VIP and International Ticketing related experience.

  • Minimum five years of experience with domestic and international faring and ticketing procedures.

  • Experience working with Travelport Apollo or Sabre GDS.

  • Excellent interpersonal and organizational skills to effectively work with clients, employees, and vendors.

  • A cooperative attitude and a positive demeanor.

  • Excellent customer service.

  • Ability to multi-task well under pressure.

  • Thorough understanding of ARC ticketing and security procedures.

  • A preference for a small, but collaborative, team environment.

  • Ability to make decisions with minimal direction.

Physical Requirements:

Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).

Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Please Note:

This job description sets forth the job's principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word "may," the Essential Duties and Responsibilities described above are "essential functions" of the job, as defined by the Americans with Disabilities Act.

Compensation and Benefits

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our site to learn more.

Compensation Range

$25.44 (minimum) - $31.80 (midpoint) - $41.34 (maximum)

Pay Type:


HHMI's salary structure is developed based on relevant job market data. HHMI considers a candidate's education, previous experiences, knowledge, skills and abilities, as well as internal equity when making job offers. Typically, a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range.