Lead Travel Coordinator

Apply now Job no: 517497
Classification:Fiscal Professional 2
Grade:Grade 79
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Financial Services
Location: Fairbanks
Categories: Administrative/Personnel, Business/Accounting/Finance

Position Summary:

The UAF Travel Customer Service Office is a diverse and dynamic team whose mission is to deliver exceptional customer service, support and training; provide timely reimbursement processing; and ensure compliance with UA policy, IRS and sponsor regulations. The Lead Travel Coordinator performs a critical support role in the administration of UAF travel. We are looking for a highly motivated and organized individual who enjoys working in a fun and fast-paced office environment. The successful candidate will have excellent oral and written communication skills, the ability to handle multiple priorities and deadlines, a willingness to learn, and the drive to improve processes or create efficiencies in order to best support the needs and goals of UAF travelers and administrators. This position reports to the TCSO Travel Manager.

Duties:

10RECORDKEEPING Maintain business office files for Request, Expense, JV’s and card statements for TCSO. Maintain a transaction log for all travel processed and for all cardholder statements. Responsible for maintaining confidentiality as well as keeping an accurate and orderly filing system. Maintain and log all processed expense reports, corrections and communication with coordinators on a shared google document. Maintain computer inventory log for tech refresh as well as warranty and repairs; work with users and vendors for warranty and/or repair service. Copies of Travel Requests, Travel Expense Reports, travel card reconciliations and all other data pertinent to travel are kept for a minimum of 3 years. .Essential
10UAF CREDIT CARDS Reconcile credit card statements and allocate the default account to appropriate accounting categories weekly. Maintain credit card log and keep monthly statement records. Troubleshoot and resolve discrepancies associated with travel and Procards. Advise travelers about policies pertaining to the use of UA travel cards and to UA travel regulations as necessary. Confirm all travel and purchasing charges to departments are correct and make corrections to entries as needed. Interpret and implement policies and procedures according to UA card program regulations. Act as approving official for TCSO cardholders; review monthly statements, purchasing documents, log and receipts for accuracy. Provide internal training for travel card and Procard purchasing guidelines as well as reconciliation, monthly statements and transaction logs. Work with cardholders to ensure appropriate waivers are requested and approved by Procard Administrator. Research charges using J.P. Morgan Chase PaymentNet program. Audit travel card purchases for allowability.Essential
15ASSIST/BACKUP TRAVEL MANAGER Assist travel manager in preparing and analyzing financial and statistical data from reporting. Act as a backup supervisor and timesheet approver in the absence of the travel manager. Assist with technical writing, special projects and process improvement initiatives. Monitor staff workloads and delegate tasks in the absence of the travel manager.Essential
25FISCAL MANAGEMENT Responsible for purchasing for the Travel Customer Service Office including auditing, tracking and routing purchase requisitions to include all data entry in Banner for these functions. Compare vendor pricing and communicate cost saving opportunities. Review delivery of materials and equipment; review and audit invoices; input invoices for payment. Act as backup and provide procurement training for TCSO staff. Assist with travel event coordination logistics for various events and cohorts to include arranging discounted room blocks and group airfare. Work with UAF Risk Management to ensure travel related to events and cohorts are compliant. Prepare and process journal vouchers, labor redistributions, purchase requisitions, employee reimbursements and mileage reimbursements. Obtain approval for change orders, monitor and research incomplete documents using vista plus and TOAD, coordinate and resolve purchase discrepancies and returns with staff and vendors to expedite completion of orders and payments. Complete annual TCSO Inventory. Assist with maintaining TCSO website. Assist with developing the annual TCSO budget and track expenditures to insure sound fiscal accountability.Essential
40TRAVEL Travel Specialist: Serves as an expert resource for travel. Responsible for creating and distributing relevant travel training and advise on questions or concerns with travel policy, regulations, procedures or paperwork submissions. Develop and provide oversight for processes, policies, and procedures which have campus or system-wide impact. Develop meaningful reports to provide statistical information and reports relative to all aspects of Concur. Work with travelers to troubleshoot and resolve complex problems. Manage and resolve conflicts in a positive and constructive manner to minimize negative impact. Project a positive customer first attitude at all times. Pull reports from Concur, format and publish for UAF. Stay informed on changes to per diem rates and changing policies. Have a solid understanding of UAF travel regulations and policies and communicate any changes to campuses and departments. Provide additional tips, tricks and reminders based on the travel industry (airlines, car rentals and hotels) to travelers and travel coordinators. Travel Purchasing: Authorize travel payment to vendors on itineraries chargeable to appropriate university forms of payment. Work with travelers to ensure that the best price and routing is utilized. Have a broad understanding of airline fare rules and regulations. Work with the travel agency to get refunds, lower fares and track unused ticket credits. Assist in preparing Journal Vouchers when needed for credits and unused tickets. Purchase airlines tickets and forward to the traveler. Travel Requests: Process Travel Requests for travelers under TCSO. Act as backup for campus and department travel staff. Ensure Requests are complete, accurate, appropriately authorized and follow UAF travel regulations and per diem rates. Work with traveler, travel agency, airlines, car rental companies and hotels to ensure the best rates are being used. Work with travelers and travel coordinators to ensure appropriate information is provided for sensitive items (travel on unrestricted funds, grants and contracts). Enter accounting information accurately. Notify traveler by email that a Request has been received and processed. Expense Reports: Process Expense Reports for TCSO traveler reimbursement. Act as a backup for campus and department travel staff. Ensure Reports are complete, accurate, appropriately authorized and follow UAF travel regulations and per diem rates. Work with traveler, travel agency, airlines, car rental companies and hotels to obtain receipts. Enter accounting information accurately. Notify traveler by email that an expense Report is ready for review and submission. Travel Auditing: Review and process Travel Expense Reports to ensure all reimbursements meet UAF regulations. Identify unauthorized purchases and obtain the appropriate documents for corrections. Make corrections if needed to ensure reimbursements meet UAF travel and purchasing regulations. Notify campuses and departments of new reimbursement amounts. 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.Essential

ABOUT THIS POSITION:

This position is a full-time, Exempt,  Grade 79 ($26.08 an hour, DOE), 12-month position, complete with a competitive salary and UA employee benefits package.  UA employees receive excellent benefits including participation in State of Alaska PERS retirement, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental and vision care coverage.  Visit our UA Benefits website at:  https://alaska.edu/hr/benefits/

 

KNOWLEDGE/SKILLS/ABILITIES:

Advanced knowledge of UA travel policies, procedures and software systems applicable to travel and finance.
Knowledge of common travel industry policies, procedures and airline regulations.
Knowledge of methods of organization, research, and analysis.
Ability to comprehend written material and interpret and apply policies, rules, and regulations.
Ability to identify and analyze trends and propose systems and procedures to Travel Manager.
Ability to prepare fiscal reports and projections, as well as participate in long-term strategic planning.
Ability to supervise and lead both regular and student employees.
Ability to work well independently and as part of a team.
Ability to establish and maintain effective working relationships with individuals and groups.
Ability to manage staff schedules and problem-solve scheduling conflicts, in order to maintain adequate coverage.
Ability to manage a workload with fast changing priorities and deadlines.
Ability to solve complex problems.
Exceptional customer service and communication skills.
Knowledge of conflict resolution skills.
Knowledge of accounting theory and generally accepted accounting principles.
Use financial records and supporting documentation to compile financial information.
Ability to deliver, in concert with Travel Manager, in-office trainings for the TCSO staff.
Maintain fiscal records.
Strong organizational skills and attention to detail.

 

TYPICAL EXPERIENCE:

2 years experience in travel coordination with the university environment and/or 2 years experience in the private sector travel industry, which can help inform and assist in identifying and implementing process improvement opportunities.

 

REQUIRED EDUCATION OR TRAINING:

Bachelor's degree in accounting or related field and 2 years professional fiscal experience, OR, an equivalent combination of training and experience.

 

SPECIAL INSTRUCTIONS TO APPLICANTS

Please attach a comprehensive resume, cover letter, and the names and contact information (address, email and phone numbers) for three (3) professional references. Please include copies of applicable certificates and licenses.

 

APPLICATION CLOSING DATE

Applications must be received prior to 11:55 PM Alaska Standard Time on Sunday, August 15, 2021 to be considered. Applications received after this date may not be considered for this position. Review of applications will occur on Monday, August 16, 2021.

 

Reasonable Accommodation Statement:

The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

 

Affirmative Action Statement:

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination

 

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.

 

Public Disclosure Statement:

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

University of Alaska is a Drug-Free Workplace. University of Alaska campuses are Tobacco-Free.

 

Training Policy:

It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA.

 

Contact Information:

If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.

Advertised: Alaskan Daylight Time
Applications close:

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