UAF Lead Travel Program Administrator
Apply now Job no: 510026
Classification:Fiscal Professional 2
Work type: Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Financial Services
Categories: Administrative/Personnel, Other
Do you have travel industry experience? Do you thrive in a fast-paced and dynamic work environment? If so, University of Alaska Fairbanks may have the job you've been searching for! We are looking for a high-energy, outgoing candidate to lead our travel program. This position will be crucial in implementing a brand new travel management program, and rolling out critical improvements of the travel process and will include collaboration with a diverse group of UAF travelers, students, and staff.
10 TRAVEL ADVANCE (CASH MANAGEMENT) OVERSIGHT
Manage travel related cash advances for all UAF campuses and reconcile general ledger accounts monthly, quarterly, and annually. Establish eligibility for advances and clear processes for the advancement of funds in alignment with ethics standards and travel regulations. Review all expense reports that include a cash advance. Ensure all advanced funding owed to UAF is appropriately deposited and accounted for. Develop or monitor internal controls as needed. Escalate issues of concern where appropriate. Essential
20 CAMPUS-WIDE TRAVEL TRAINING PROGRAM DEVELOPMENT & OUTREACH
Serve as primary campus lead for development of a travel related training program, including continuous improvement.
Conduct new hire training and ongoing user support for travel platform (Concur), for both desktop and mobile users accessing the travel booking and expense reporting modules. Provide diverse training opportunities to UAF’s travel coordinators and travelers including classroom sessions, webinars, print guides, and one-on-one learning sessions. Maintain and update travel training documentation and manuals. Maintain UAF’s travel portal website, which should include training materials, relevant travel links, and the UAF’s travel policies and regulations. Provide accurate and timely updates on travel vendors, procedures, and best practices to UAF constituents. Essential
30 TRAVEL REPORTING, AUDIT & MANAGEMENT OF INTERNAL CONTROLS/COMPLIANCE
Understand and ensure all UAF travel documents, training materials, and procedures meet University, Federal, IRS, Fly America Act and granting agencies policies, procedures, and regulations for compliance. Make recommendations for internal controls or guidelines that will apply to UAF travelers.
Analyze daily, monthly and quarterly Concur travel reports to identify and mitigate possible compliance issues, and continually improve internal controls. Conduct or direct monthly audit functions to check for compliance issues and create innovative solutions to address compliance trends. Advise UAF leadership regarding travel audit compliance by communicating findings/recommendations, and follow-through of audit compliance issues. Act as the initial point of contact for Internal Audits and external auditing agencies for travel.
Identify and analyze conflicts or issues associated with expense reports and make responsible decisions for reimbursement. Provide professional consultation, technical assistance and consistent confident guidance to travel coordinators and travelers. Essential
40 UAF LEAD TRAVEL PROGRAM ADMINISTRATOR
UAF has the highest volume travel within the UA System, including largest proportion of research, international, and other complex travel.Administer and oversee UAF travel program including processing of up to 12,000 expense reports for the UAF campus, including community campuses annually.Understand and interpret regulations in order to provide expert guidance on all aspects of travel to UAF travelers and administrators. Set UAF travel procedures in alignment with UA System regulations and make recommendations to Financial Services leadership on management of workflows, mitigation of risk, and internal controls.
Manage all aspects of the University of Alaska Fairbanks’ travel program, including the Concur and the Corporate Travel Management (CTM) tools, travel website, and training materials. Direct the daily workload of the Travel Reviewer and any travel staff with reviewing employee expense reports for travel policy compliance. Work with the UA’s purchasing card administrator to follow up with company cardholders to ensure timely expense report submission and UA travel card policies and procedures. Work with Statewide to report and resolve technical issues with Concur, or CTM booking module. Research and respond to internal accounting/financial questions and resolve or escalate issues to appropriate party.
Provide expert guidance to department travel coordinators to resolve unique and challenging situations within their departments. Ensure that UAF travel documents and procedures meet University, Federal, IRS, Fly America Act and granting agencies policies, procedures, and regulations for compliance.
Continuous improvement and refinement of workflows will follow, into the long term. Essential
About this position:
Position is Exempt, Full-Time Regular. Salary is Grade 79, minimum $25.82 hourly, DOE.
Knowledge of methods of organization, research, and analysis. Ability to comprehend written material and interpret and apply policies, rules, and regulations. Ability to establish and maintain effective working relationships with individuals and groups.
Education and/or Training Required for This Position:
Bachelor's degree in accounting or related field and 6 months professional fiscal experience, OR, an equivalent combination of training and experience.
Type and Length of Experience Required for This Position:
2 years experience in travel coordination with the university environment and 2 years experience in the private sector travel industry, which can help inform and assist in identifying and implementing process improvement opportunities.
Special Instructions to Applicants:
Interested applicants must apply online. If you need assistance applying to this posting, please contact UAF Office of Human Resources at 907-474-7700.
Please attach a comprehensive resume, cover letter and names and contact information (address, email and phone number) for three (3) professional references.
To ensure consideration, please apply prior to the review date.
APPLICATION CLOSING DATE:
Applications must be received prior to 11:55 PM Alaska Standard Time on
August 21, 2018, the Initial Review Date, to be considered. Applications received after this time and date may not be considered for this position. This recruitment is open until filled.
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
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.
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:
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
Advertised: Alaskan Daylight Time 09 Aug 2018
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