Travel Coordinator

Apply now Job no: 517935
Classification:Fiscal Technician 3
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Financial Services
Location: Fairbanks
Categories: Business/Accounting/Finance, Office/Clerical

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 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:

10Process expense reports in conjunction with the UAF travel auditor to correct any discrepancies or deficiencies and ensure reports processed are compliant.Essential
15Provide current and historical data; provide analysis of expenditures, forecast expenditures, prepare and submit periodic reports as needed. Compile and maintain all documentation related to the travel and ProCard for weekly and monthly reconciliation. Resolve discrepancies associated with credit cards. Respond to all internal and external audit inquiries.Essential
15Responsible for compiling, preparing and analyzing financial and statistical data, utilizing Banner and Concur. Extracting reports and data as requested and required by auditors, funding agencies and Administration.Essential
20This position will work with other UA entities such as Risk Management and Procurement and Contract Services to ensure observance of compliance and safety regulations. This position also assists with researching expenses and resolving vendor errors.Essential
40This position provides exceptional customer service and acts as an expert travel resource for UAF. This position will be responsible for ensuring travel authorizations, travel advances, and travel expense reports, including computation of expenses are accurate, timely and efficiently processed. Assist with preparation and review of expense reports for accuracy. This position is responsible for coordinating travel arrangements such as airfare, lodging and ground transportation. Work with constituents to solve complex travel issues. This position will ensure compliance with UA travel policies and regulations through education efforts. Maintain, generate, track and review the work done by employees submitting Requests and Expense reports for process and approval. Prepare and process journal vouchers.Essential

ABOUT THIS POSITION

This position is a full-time, Non-Exempt, Grade 77 ($21.81 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 Benefits website at: https://alaska.edu/hr/benefits/

 

KNOWLEDGE/SKILLS/ABILITIES:

  • Ability to work with a high level of productivity and accuracy
  • Strong written and verbal communication skills
  • Ability to work effectively in a team environment with all levels of professionals and frequent distractions
  • Ability to handle confidential and sensitive information with discretion
  • Excellent organizational and time management skills
  • Ability to establish priorities independently to coordinate multiple assignments with fluctuating and time-sensitive deadlines
  • Proficiency with software including: Concur, Banner, Google Suite, Word, Excel and Windows
  • Demonstrated experience with and/or commitment to working effectively with individuals with diverse backgrounds, in support of an inclusive and welcoming environment
  • Positive customer first attitude
  • Knowledge of common travel industry policies and procedures
  • Serves as an expert resource for travel
  • Process travel Requests and Expense reports using travel and expense management software
  • Have a broad understanding of airline fare rules and regulations
  • Prepare and process journal vouchers, purchase requisitions, employee reimbursements and mileage reimbursements.

 

TYPICAL EXPERIENCE:

  • Related travel industry experience
  • Experience working with Banner Information System and Concur
  • Experience processing and reporting on travel and finance related transactions
  • Experience interpreting policy and regulations

 

REQUIRED EDUCATION OR TRAINING:

  • Two years of demonstrated travel industry experience OR two years of general office administration experience
  • Associate's Degree preferred
  • Equivalent combination of relevant education and/or experience may be considered

 

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, October 3, 2021 to be considered. Applications received after this date may not be considered for this position. The first application review date will occur on Monday, October 4, 2021. If an adequate pool of applicants is not received at that time, applications will be reviewed by date received until the position is filled.

This recruitment is Open Until Filled and successful submission of an application does not guarantee employment.

 

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:

Back to search results Apply now Refer a friend

Share this:

| More

Join a job pool or contact Human Resources

Hiring units such as departments, may wish to establish a pool of individuals who are qualified for positions. These pools are ongoing, meaning they do not have closing dates and accept applications on an ongoing basis.



University of Alaska Anchorage

Join Our Job Pool

University of Alaska Fairbanks

Join Our Job Pool

University of Alaska Southeast

Join Our Job Pool

University of Alaska System

Join Our Job Pool