UAF CLA Travel and Procurement Coordinator

Apply now Job no: 508240
Classification:Fiscal Technician 3
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:College of Liberal Arts
Location: Fairbanks
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical, Other

Position Summary:

CLA is looking for a ROCKSTAR travel & procurement coordinator to help our faculty and staff get their heads in the clouds and their purchases grounded.


10Travel Procurement: This position works independently without direct supervision to authorize travel payments and maintain a credit card log. Reconcile credit card statement and allocate the default travel account to appropriate accounting categories. Resolve discrepancies associated with the travel card. Maintain filing system for travel, correspondence, projects, committees, journal vouchers, and invoices. Advise travel vendors of policies pertaining to use of travel credit card and to UA travel regulations as necessary. Give authorization to vendors on itineraries chargeable to the credit card. Answer questions. Receive airline tickets and forward to the traveler. Confirm all travel charges to our department are correct and make correcting entries as needed. Implement policies and procedures with vendors for our department.Essential
20Travel Authorizations (AT): Has full authority to submit, return or deny travel documents based on UA’s policies, regulations, and procedures. Generate and process ATs through UAF’s Travel Management System (average of 300 ATs annually). Generate and process paper TAs for non-UAF employees and encumber in Banner. Arrange and coordinate travel for individuals and/or large groups to remote sites, domestic locations and foreign countries. Extended travel rules are often applied. Ensure ATs are complete, accurate, and appropriately authorized by routing to the correct approvers. Advise if further authorization, budget or additional information is necessary. Ensure proper paperwork such as remote travel emergency plans, volunteer paperwork, family/friend accompaniment travel waiver and the required employee safety training has been completed and approved. Maintain ATs in travel file for all of CLA travel documents. Maintain a shared drive travel log that contains real time up to date travel information.Essential
30General Procurement: Serves as procurement coordinator. These duties include purchasing items for employees/students on a CLA pro-card, checking out custodial cards, and completion of purchase requisitions. Checking in received items and notifying employee/student when freight/purchase arrives. Maintain and log all incoming freight and purchases. Perform due diligence and work with faculty on issuing commodity contracts, professional and non-professional service contracts, honorariums, rental agreements, royalty payments, catering contracts, unauthorized purchases, laboratory services, etc. Keying requisitions into Banner and receiving on invoices in Banner. Reconcile credit card statement and allocate the default purchase account to appropriate accounting categories.Essential
40Expense Reporting (ERs): Generate and receive CLA traveler''s complex travel expense reports. Ensure appropriate completion and compliance with UA travel policies and regulations. Ensure ERs (expense reports) are submitted within a timely manner for CLA. Encumber additional expenses in Banner as needed. Contact traveler or department administrator when additional information is necessary or when expenses are not in compliance with UAF travel regulations. Serve as primary contact for CLA travel. Advise CLA Office Managers, staff, and faculty with any questions or concerns on travel policy, procedures or paperwork submission and help work out complex problems as a team or independently as necessary. Obtain explanations, paperwork and approvals as needed to meet regulations. Route ER to appropriate approvers and route to travel audit with back-up for reimbursement. Maintain filing system of final CLA ERs until payments are received and the reports are closed. Write journal vouchers as needed to adjust. Monitor aging of ER''s and contact travelers for delinquent ER''s. Keep informed of changes in U.S., foreign and domestic per diem rates, travel requirements, and UA travel policy and procedures. Reconcile balance sheet account for travel advances. Communicate changes to travel policies and procedures to CLA employees during consultation or by offering a training course to CLA faculty, staff, and students. Provide new employees with overview of travel procedures prior to initial trip.Essential

This recruitment is open internal to current UA employees as a promotion opportunity or those otherwise eligible to apply to internal postings.

The UAF CLA Dean's Office is seeking qualified applicants interested in working as a Travel and Procurement Coordinator. This position is located in the CLA Dean's Office Suite and will be full-time (40 hours per week) during the academic year for 10 months and part-time  (20 hours per week) for two months during the summer.

Academic year tasks will include working with department administrative assistants and travelers regarding setting up travel and receiving all documents necessary to close out travel transactions. Will help out CLA departments with procurement when needed. Will serve as general back up in the dean's office.

Summer work will include making and receiving purchases for all CLA departments closed for the summer and making all travel arrangements and ensuring all appropriate requests for such travel are made and documents are received in a timely fashion for all CLA departments. Will serve as general back up in the dean's office.

Please attach a resume, cover letter, and names and contact information (email and phone number) for three (3) professional references.

The initial review date is November 27, 2017. To ensure consideration, please apply prior to 11:55 PM Alaska Standard Time November 26, 2017. The position will be open until filled.

If you encounter any difficulty while applying online for this position, please contact UAF HR at 907-474-7700 for assistance. 


The University of Alaska Fairbanks is the nation's northernmost Land, Sea and Space Grant institution, serving over 10,000 students. UAF is accredited by the Northwest Regional Accrediting Association and has a Carnegie classification of RU/H. Fairbanks is Alaska's second largest city with over 90,000 residents in the greater Fairbanks area. The city is located near the confluence of the Tanana and Chena Rivers, approximately 120 miles north of Denali National Park and the Alaska Range and 40 miles south of the White Mountains National Recreation Area.

Students and faculty from all over the world converge at the University of Alaska Fairbanks to study subjects unique to Alaska and the North as well as to sharpen their skills with semicolons, digital photography equipment, shovels, beakers, paintbrushes, and stage lights. The unique construction of our college, our small town size and departmental proximity allows for limitless collaboration between the 22 disciplines and over 40 degree programs in the arts, humanities, social sciences, and languages.

Background Check:

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Probationary Period:

Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.

Training Policy:

It is the policy of the University of Alaska Fairbanks that all employees are required to attend training to meet the requirements of the positions they hold, and to complete the required training within a specified period of time to remain employed at UAF. The policy can be located at:

Drug-Free Workplace:

Pursuant to Board of Regent’ Policy 04.02.040, the University of Alaska is a Drug-Free Workplace. This prohibits the unlawful manufacture, distribution, dispensing, possession, or use by an employee of a controlled substance in any workplace of the university.

Tobacco-Free Campus:

UAF Campus is a tobacco free campus. For more information, please go to:

Notice of Nondiscrimination:

The University of Alaska is an affirmative action/equal opportunity employer and educational institution. The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status.The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of nondiscrimination available at


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