Fiscal & Travel Coordinator

Overview

The Fiscal and Travel Coordinator provides travel arrangement, per diem administration, and executive administrative support for the Sentara Center for Healthcare Simulation and Immersive Learning (SCHSIL). The position serves as the primary point of accountability for arranging hotel and transportation logistics for GTA, MUTA, and other staff travelers, managing the full per diem advance and closeout cycle in the Chrome River system, and providing light calendar, scheduling, and meeting support to the Executive Director and designated Directors. The position requires strong organizational skills, attention to detail, and the ability to manage multiple time-sensitive travel and administrative workflows concurrently. All financial approvals and travel authorizations are retained by the Associate Director and Executive Director.

This position is co-terminous with grant funding.

Responsibilities

• Per Diem Arrangements & Travel Closeout: Manage the full per diem advance and closeout cycle for GTA and MUTA personnel (up to 30 travelers) traveling to offsite training events. Process advance per diem requests in accordance with applicable institutional and regulatory requirements; coordinate fund disbursement and distribution to travelers prior to departure. Execute all travel closeout procedures upon trip completion, including reconciliation of advances against actual travel activity, processing repayment of unused per diem funds, finalizing documentation in the Chrome River travel system, and completing all associated administrative paperwork. This process is compliance-sensitive and requires a high degree of precision, timeliness, and strict adherence to institutional procedures.
• Travel Arrangements: Arrange hotel accommodations and transportation (bus, air, and ground) for GTA and MUTA personnel and other SCHSIL staff traveling to offsite training events and other authorized destinations. Primary population is approximately 25 GTA and MUTA travelers; approximately 10-15 additional staff members require occasional assistance with air travel and hotel arrangements (estimated 2-3 trips annually each). Confirm reservations, communicate itinerary details to travelers, and resolve booking issues in a timely manner. Coordinate with the Associate Director or Executive Director as needed for travel authorization and logistics decisions.
• Executive Administrative Support: Provide light administrative support to the Executive Director, Director of Teaching and Assessment, and Director of Simulation Technology. Support includes calendar and meeting management, scheduling meetings and coordinating availability across leadership schedules; answering and directing phone calls on behalf of supported leadership; setting up meetings including logistics, invitations, and materials distribution; and taking and distributing minutes during administrative meetings and sessions. Travel Clerk responsibilities take priority; EA support is performed within available capacity and as directed.
• Fiscal Tech Backup: Serve as backup to the Fiscal Tech for purchasing and procurement support as needed during periods of absence or peak demand. Perform procurement-related administrative tasks under the direction of the Associate Director or Fiscal Tech. Cadence is irregular and activation is at the discretion of Center leadership.
• Other Duties as Assigned: Perform additional tasks and duties as assigned by the Associate Director or Center leadership in support of SCHSIL administrative and financial operations. Exercise initiative in developing a working knowledge of all aspects of Center operations.

Qualifications

Minimum Qualifications and Skills:

• Skill in managing complex, multi-party travel logistics including hotel, air, and ground transportation arrangements for large groups.
• Ability to administer compliance-sensitive financial processes involving travel advances, per diem distribution, and fund reconciliation with a high degree of accuracy and timeliness.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams) for communications, calendar management, record maintenance, and documentation.
• Ability to manage and maintain executive calendars, coordinate meeting scheduling across multiple leadership schedules, and take accurate meeting minutes.
• Ability to communicate professionally and clearly with staff, leadership, travelers, and vendors regarding travel logistics, per diem procedures, and administrative matters.
• Skill in maintaining organized, audit-ready records of travel arrangements, per diem transactions, and closeout documentation.
• Ability to identify and promptly escalate discrepancies, missing documentation, or compliance issues in travel or per diem processes.
• Ability to operate travel management, financial, or scheduling software systems with appropriate training.
• Skill in managing multiple concurrent administrative workflows under time pressure while maintaining accuracy and attention to detail.

Preferred Qualifications:

• Experience with Chrome River or comparable institutional travel and expense management systems.
• Familiarity with Virginia state travel regulations, per diem policies, or institutional travel advance and closeout procedures.
• Experience coordinating group travel logistics (flights, hotel, bus transportation) for 20 or more travelers.
• Experience processing per diem advances, travel reimbursements, or expense reconciliation in a government, academic, or healthcare organization.
• Experience providing executive or administrative support including calendar management, meeting coordination, and minutes preparation.
• Associate degree or higher in business administration, hospitality, or a related field.

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