Travel Specialist II

Summary of Position Role/Responsibilities

The Travel Team at Avant Healthcare Professionals is responsible for planning, coordinating, and managing all aspects of travel and relocation logistics for our international Healthcare Professionals (HCPs). This includes arranging flights, ground transportation, rental cars, and accommodations, while ensuring a seamless, efficient, and positive travel experience for both HCPs and Relocation Specialists.

The Travel Specialist II is an experienced and highly skilled travel professional who serves as a key support resource within the Travel Team. Building on the responsibilities of the Travel Specialist I, this role provides advanced expertise, manages complex travel logistics, and contributes to high-level projects and process improvements. The Travel Specialist II also leads initiatives, offers guidance to team members, and manages escalated travel issues to ensure seamless operations.

Essential Functions of the Job

• Provide advanced support within the Travel Team by sharing expertise, mentoring Travel Specialist I team members, and serving as a knowledgeable resource for complex situations.
• Facilitate complex travel bookings and resolve challenges related to the Avant Transition Program (ATP), relocations, NCLEX exam testing, and CARE program travel arrangements.
• Contribute to the development and implementation of improved travel procedures and best practices to enhance team efficiency.
• Take ownership of escalated travel issues, acting as the primary point of contact for resolution and ensuring matters are addressed promptly.
• Coordinate closely with other departments—including Housing, Immigration, NCLEX, and Licensure—to ensure seamless travel arrangements for HCPs, proactively identifying and addressing potential issues.
• Maintain direct communication with HCPs regarding detailed travel arrangements, special requests, and issue resolution.
• Track and manage unused tickets, travel credits, and special travel arrangements to ensure they are properly utilized.
• Act as the primary contact for high-priority or complex travel itineraries and provide guidance on special accommodations such as multi-destination trips or urgent visa situations.
• Assist with evaluating and selecting new travel vendors by providing data-driven insights into performance and pricing.
• Ensure accuracy and consistency in all travel documentation, including internal databases (UTAP and ABMS), while maintaining alignment between Housing and Travel data.
• Participate in the after-hours on-call rotation to respond promptly to travel-related emergencies.
• Represent the Travel Team in departmental and cross-functional meetings, contributing expertise to long-term travel planning and logistics strategies.

Marginal Functions of the Job

• Other duties as assigned

Normal Work Schedule

This is a full-time position. Standard business hours are Monday through Friday 8:00 AM to 5:00 PM. Must be available for an on-call rotation to assist outside of standard business hours in the event of any reservation changes, concerns or issues related to HCP travel that may require assistance.

Education, Training, and Experience

• Bachelor’s degree in hospitality, tourism management, business administration, or other applicable fields required.
• Minimum 3–5 years of experience in travel logistics, hospitality, or related fields.
• Experience leading projects or mentoring in a travel logistics environment preferred (but not a supervisory role).
• In-depth knowledge of travel booking platforms and procedures, with proven problem-solving abilities in complex travel situations.
• Strong interpersonal and communication skills for collaborating with colleagues and managing vendor relationships.
• Demonstrated cultural awareness and sensitivity with extensive experience handling diverse travel needs for international HCPs.
• Proficiency in Microsoft Office, Adobe, and electronic database management systems.
• Ability to manage multiple priorities, meet deadlines, and handle high-pressure situations effectively.

Job Level Competencies

• Technical Skills: Fundamental ability to perform technical skills required for job role. This may include use of specific technology, knowledge of job-specific tasks and concepts, etc. Fundamental ability to determine methods and procedures on new assignments. Intermediate ability to handle routine tasks as well as non-routine tasks. Intermediate ability to handle tasks with medium complexity with limited guidance.
• Communicates Effectively: Intermediate ability to provide clear and concisely written, verbal and nonverbal communication. Develops and delivers effective communication to networks with senior internal and external personnel in own area of expertise. Experienced professional with a full understanding of the area of specialization.
• Develops Self: Fundamental ability to use and apply professional concepts in the full area of specialization. Fundamental ability to contribute to strategic initiatives within the specialization. Fundamental ability to stay current with emerging trends within the area of expertise. Fundamental ability to pursue opportunities to broaden expertise and contribute to the organization's goals.
• Customer Focus & Teamwork: Fundamental ability to collaborate and share knowledge within department. Fundamental ability to apply an understanding of customer needs and team dynamics. Fundamental ability to gather customer feedback and insights.
• Decision Making: Intermediate ability to evaluate existing solutions and alternatives to obtain the most optimal results through both routine and non-routine problem-solving decisions. Intermediate ability to assess risks and benefits of newly proposed solutions for routine or non-routine scenarios within the team. Intermediate ability to identify when to seek input from others.
• Innovation: Intermediate ability in the development of ideas to establish new or improve existing business processes and increase productivity. Intermediate ability to handle problems of a diverse scope within area of specialization where the analysis of data requires careful evaluation. Intermediate abilities in creativity, flexibility, continuous improvement, curiosity, experimentation, data analysis, and entrepreneurship.
• Quality & Results Oriented: Fundamental ability to take ownership of their work and set high quality standards for output that impacts the team, department, or other cross-functional partners. There may be some management oversight for corrections, adjustments, or other considerations. Fundamental ability to consistently achieve exceptional results that positively impact the team and department.
• Resourceful & Tenacious: Intermediate ability to apply Company policies, procedures, and other available resources in a creative and effective way to resolve a variety of moderate to complex issues.

Required Licenses, Certifications, and Other Specific Requirements of Law

• Health Insurance Portability and Accountability Act (HIPAA) certification

Other Characteristics of the Position

Physical Demands:

• Stationary desk work for extended periods at a time
• Regularly required to communicate
• Occasional lifting of office supplies up to 20 lbs.
• Vision abilities including close vision and ability to adjust focus

Work Environment:

• This job operates in a professional office environment.
• This role routinely operates standard office equipment.

Statement of Responsibility for Confidential Data

• Has access to, and requires daily use of, confidential records.
• Required by federal law to maintain strict confidentiality of “Avant” employee information and maintain security of such information.
• Proprietary Information and Non-Conflict Agreement required.

Smoking/vaping and the use of tobacco products are prohibited on all Company premises, including indoor and outdoor areas, parking lots, and Company-owned vehicles.

As part of our employment process, candidates who receive a conditional offer may be required to undergo pre-employment drug testing.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.