Travel Coordinator

The Mental Health Association of NYC, Inc. dba Vibrant Emotional Health; United States; Hybrid; USD 57,000 - 69,000; Full time

Job summary

Vibrant Emotional Health, housed in the 988 Network Operations, is seeking a Travel Coordinator to support travel planning, budgeting, and expense processing. Hybrid preferred, with remote options for qualified candidates. The role reports to the Manager, Logistics and supports VP, Operational Strategies.

The position involves scheduling, itineraries, vendor negotiations, and ensuring compliance with travel policies. Strong organizational and communication skills are essential.

Qualifications

• Two years of experience in an administrative capacity.
• Experience in a travel or logistics role preferred.
• Familiarity with Microsoft 365.
• Knowledge of online booking tools and expense management software preferred.
• Excellent communication and interpersonal skills.
• Courteous and professional.
• Detail-oriented, with effective time management, multitasking, problem-solving, and organizational skills.
• Ability to establish productive and collaborative relationships with all levels of staff.
• Interest in mental health/suicide prevention and some familiarity with the nonprofit sector preferred.

Responsibilities

• Plan itineraries, research, book, and manage multi-leg domestic and international travel schedules.
• Ensure that all travel is compliant with the Vibrant Event and Travel policy.
• Enforce travel policies, per-diem limits, and spending guidelines.
• Liaise with airlines, hotels, and car rentals.
• Assist in negotiating GSA and corporate rates.
• Supports travel logistics for events and conferences including booking flights, hotels, car rentals and gathering relevant supporting documents to ensure adherence to travel and expense policies.
• Completing pre-established event budget templates and processing relevant invoices.
• In partnership with Finance, supports annual travel budget tracking and reporting for various departments.
• Connects with the Logistics Manager on a weekly basis to share progress, surface roadblocks, and brainstorm solutions.
• Develops an understanding of internal and external systems, such as Tipalti, Bill, and Egencia, create itineraries, confirm and book travel, process expense reports and credit card/invoice requests.
• When needed, process credit card reconciliation and external expense invoices in a timely manner.
• Engages in professional development activities (e.g., DEIB trainings)

Skills

Administrative experience

Travel/logistics experience

Microsoft 365

Online booking tools

Expense management software

Communication skills

Attention to detail

Time management

Nonprofit/mental health familiarity

Education

High School diploma

Bachelor's degree preferred

Tools

Tipalti

Bill

Egencia

Job description

Department: 988 Network Operations Reports to: Manager, Logistics Location: Hybrid preferred, Remote for candidates who meet all preferred qualifications. Schedule: Monday - Friday, 9 to 5PM ET Salary Range: $27.42 - $32.97

Vibrant Emotional Health’s groundbreaking solutions have delivered high quality services and support, when, where and how people need it for over 50 years. Through our state-of-the-art technology-enabled services, community wellness programs, and advocacy and education work, we are building a society in which emotional wellness can be a reality for everyone.

Position Summary

The Travel Coordinator will assist the Vice President, Operational Strategies and the 988 Logistics Manager with activities related to events, travel and expense reimbursement. This includes scheduling and booking travel, creating itineraries, communicating with internal and external stakeholders, soliciting travel proposals and RFPs, and expense/reimbursement tracking.

Duties / Responsibilities

• Plan itineraries, research, book, and manage multi-leg domestic and international travel schedules.
• Ensure that all travel is compliant with the Vibrant Event and Travel policy.
• Enforce travel policies, per-diem limits, and spending guidelines.
• Liaise with airlines, hotels, and car rentals.
• Assist in negotiating GSA and corporate rates.
• Supports travel logistics for events and conferences including booking flights, hotels, car rentals and gathering relevant supporting documents to ensure adherence to travel and expense policies.
• Completing pre-established event budget templates and processing relevant invoices.
• In partnership with Finance, supports annual travel budget tracking and reporting for various departments.
• Connects with the Logistics Manager on a weekly basis to share progress, surface roadblocks, and brainstorm solutions.
• Develops an understanding of internal and external systems, such as Tipalti, Bill, and Egencia, create itineraries, confirm and book travel, process expense reports and credit card/invoice requests.
• When needed, process credit card reconciliation and external expense invoices in a timely manner.
• Engages in professional development activities (e.g., DEIB trainings)

Required Skills / Abilities

• Two years of experience in an administrative capacity.
• Experience in a travel or logistics role preferred.
• Familiarity with Microsoft 365.
• Knowledge of online booking tools and expense management software preferred.
• Excellent communication and interpersonal skills.
• Courteous and professional.
• Detail-oriented, with effective time management, multitasking, problem-solving, and organizational skills.
• Ability to establish productive and collaborative relationships with all levels of staff.
• Interest in mental health/suicide prevention and some familiarity with the nonprofit sector preferred.

Required Qualifications

High School diploma or equivalent required. Bachelor's degree preferred.

Physical Requirements

Mostly sedentary work; using standard office equipment including a computer, keyboard, and telephone. Ability to remain calm and composed under stress. Potential travel to Vibrant's office and/or to support Vibrant in-person events.

We determine base pay through a comprehensive review of skills, experience, education, certifications, geographic location, and other relevant factors. The range listed reflects the compensation parameters for the role and does not represent the full compensation package. A complete overview of compensation and benefits will be provided by the Talent Acquisition team during the hiring process.

Full time employees will be eligible for excellent comprehensive benefits, including medical, dental, vision, supplemental income insurance, employer paid disability insurance, employer paid life insurance, pre-tax FSA for medical and dependent care, and 401K available.

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. Vibrant will consider any equivalent combination of knowledge, skills, education and experience to meet minimum qualifications. Vibrant Emotional Health is an equal opportunity employer. Applicants are considered for positions without regard to veteran status, uniformed service member status, race, creed, color, religion, gender, gender identity, sex, sexual orientation, citizenship status, national origin, marital status, age, physical or mental disability, genetic information, caregiver status or any other category protected by applicable federal, state or local laws.

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. Vibrant will consider any equivalent combination of knowledge, skills, education and experience to meet minimum qualifications. Vibrant Emotional Health is an equal opportunity employer. Applicants are considered for positions without regard to veteran status, uniformed service member status, race, creed, color, religion, gender, gender identity, sex, sexual orientation, citizenship status, national origin, marital status, age, physical or mental disability, genetic information, caregiver status or any other category protected by applicable federal, state or local laws.

For 50 years, Vibrant Emotional Health, formerly the Mental Health Association of New York City (MHA-NYC), has been at the forefront of promoting emotional well-being for all people. As leaders, advocates, educators, and innovators in mental health, we have been raising awareness and offering support to everyone who is struggling. We work every single day to help save lives and assist people to get care anytime, anywhere and in any way that works for them. We are unwavering in our belief that everyone can achieve emotional wellness with the right care and support.

For 50 years, Vibrant Emotional Health, formerly the Mental Health Association of New York City (MHA-NYC), has been at the forefront of promoting emotional well-being for all people. As leaders, advocates, educators, and innovators in mental health, we have been raising awareness and offering support to everyone who is struggling. We work every single day to help save lives and assist people to get care anytime, anywhere and in any way that works for them. We are unwavering in our belief that everyone can achieve emotional wellness with the right care and support.