Shared Travel Services Manager

Apply now Job no: 510896
Classification:Fiscal Technician 4
Grade:Grade 78
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:College of Fisheries&Ocean Sciences
Location: Fairbanks
Categories: Other

Position Summary:

Do you enjoy working in a fast paced environment working with a variety of faculty, staff, students, guest speakers and volunteers? Please see our posting for the Shared Travel Services Manager (open as a promotional opportunity to current employees.)

Duties:

20Implement Concur, Outreach and Advocacy: Implement: • new travel regulations across STS travelers and travel transactions • the use of the new Travel Card • request for authorization via the Concur Travel for booking • Corporate Travel Management (CTM) booking system • Concur Expense Reports Plan, coordinate and implement travel forums and training for travelers Create STS newsletters, and issue important travel related announcements and communications to travelers. Advocate for Shared Travel Services with peers, unit leaders and UAF central administration. Contribute feedback and support for travel-related working groups Arrange one-on-one or group training with new travelers or travelers encountering problems with process and regulations.Essential
25Supervisory Responsibilities: Work with team to resolve process issues- use feedback to improve operations. Develop and document internal procedures. Develop implementation plans for changes to travel regulations or processes. Audit and maintain travel logs for accuracy. Track and report performance metrics to Executive Team. Resolve traveler complaints or problems that cannot be resolved at the technician level. Monitor workload completion and productivity measures. Sort and assign emails and communications appropriately. Recruit, interview, and train new staff members. Complete and deliver performance reviews, provide corrective actions and perform other supervisory functions. Promote cooperative, responsive atmosphere within department. Plan and execute team-building functions (business lunches, birthdays, etc.). Maintain and audit department accounts- purchasing for supplies etc.Essential
55Process Travel Authorizations, Travel Procurement, Audit and Process Expense Reports and Procurement, as needed: Serve as the first point of contact to travelers and provide customer service to University travelers. Perform delegate duties for University travelers as needed. Gather necessary information from travelers via intake documentation and generate, edit, upload and route authorizations as required by the travel software system. Create and route travel authorizations in a timely manner and with complete & accurate information and compliant with all rules and regulations. Verify funds are available and resolve any funding issues with unit business offices. Maintain logs and internal documentation as required. Purchase airline tickets and forward to traveler. Purchase travel related items with department procard (i.e. conference registrations). May include entering purchase requisitions, call numbers, receiving and LPOs. Allocate default account to appropriate account weekly (J.P. Morgan). Reconcile credit card statements monthly. Update TA log with travel component information. Receive receipts, create expense reports for traveler, and notify traveler when documents are ready to submit Audit travel expense reports, ensuring all reimbursements meet UA regulations Identify unauthorized purchases and obtain appropriate documentsEssential

 

Shared Travel Services (STS) is a shared services team who serves the School of Natural Resources &
Extension, College of Fisheries and Ocean Sciences – Institute of Marine Science, Department of
Oceanography and Marine Biology, Geophysical Institute and Institute of Arctic Biology through all aspects of
the travel spectrum for faculty, staff and student travelers.  STS is currently recruiting for a new Travel Manager to join the team!

Applicant Instructions:

Interested applicants must apply online. If you need assistance applying to this posting, please contact the UAF Office of Human Resources at 907-474-7700.

Required Applicant Documents:

Interested applicants should submit the following documents:

  • Brief Cover Letter (one page)
  • Resume
  • Contact information for three professional references (address, email and phone number)

Review Date:

Applications must be received no later than Wednesday, December 19 by 11:55 PM Alaska Standard Time for full consideration. This position will remain open until filled.

Internal Posting:

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

Education Required for this Position:

3 years college coursework or an equivalent combination of training and experience.
Preferred: Bachelor’s degree and previous supervisory experience

Type of Experience Required for this Position:

Three years progressively responsible experience relevant to the program specialty, or an equivalent combination of training and experience.

Knowledge, Skills and Abilities Required for this Position:

Knowledge of BOR Travel Regulations, Fly America Act, UA Administrative manual and other policies relating to administration of Shared Travel Services program. Ability to supervise staff or work teams, including planning and organizing work, and scheduling, training and directing and reviewing work of others. Analytical and problem solving skills. Verification, monitoring and reconciling skills. Ability to maintain accounts and data. Ability to work with complex systems and accounts. Ability to establish effective working relationships while maintaining high ethical standards. Ability to meet deadlines under stressful situations.

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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:  http://www.uaf.edu/chancellor/policy/04.07.010/

Tobacco-Free Campus:

UAF Campus is a tobacco free campus.  For more information, please go to: http://www.uaf.edu/tobaccofreecampus/

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 www.alaska.edu/nondiscrimination

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Advertised: Alaskan Standard Time
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