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University of Colorado Travel Specialist in Boulder, Colorado

Travel Specialist

Requisition Number:

19515

Location:

Boulder, Colorado

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

22-Jul-2019

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Job Summary

The Business Services Team, within the Division of Student Affairs, welcomes applications for a Travel Specialist. The Student Affairs Business Services team is responsible for supporting daily business transactions for key departments within Student Affairs that include, but are not limited to, procuring items on behalf of departments via the CU Marketplace or procurement card, processing expense and travel reimbursement/reconciliation requests for employees and non-employees, and completing journal entries, cash transfers and cash deposits. Reporting to the Business Services Manager, this position is an integral member of the business services team. The Travel Specialist will be responsible for travel arrangements, travel and expense reports, expense reimbursements, and purchasing and procurement support. This position requires exceptional attention to detail, customer service, organization, excellent customer service, and problem-solving, and communications skills.

Who We Are

The first priority of Student Affairs is students' development as successful, intellectually curious learners, and as healthy, competent, active citizens of the world. In collaboration with other members of the campus community, the Division provides educational opportunities, resources, and support to help each individual student reach his or her academic and personal goals. Student Affairs encompasses all the basic support services— where students eat, sleep, build community, make friends, and where students can go when they need help—that enhance the classroom experience.

Student Affairs is committed to enhancing student academic success while mitigating obstacles that may impede progress. We create inclusive environments to address student social, emotional, physical, spiritual, professional and academic needs to increase retention, academic progress and graduation rates. We provide programs and services to support student health and wellness, personal and professional goal-setting and progress, social involvement, motivation and academic self-efficacy.

What Your Key Responsibilities Will Be

Travel and Expense Management

  • Provide interpretation of travel policies and rules to key Student Affairs departments.

  • Apply strong knowledge of university and campus policies and procedures to travel and reimbursement activities (Cash Advances, Official Functions, Recognition, and Sensitive Expenses).

  • Assist staff in the office and in key Student Affairs departments with travel arrangements, maintaining proper protocol and processes for business travel.

  • Compile, validate and review receipts turned in for reimbursement and process travel reimbursements/expense reports for key Student Affairs departments.

  • Evaluate charges for appropriateness and reasonableness, elevating concerns as needed.

  • Arrange and procure visitor and group travel including lodging and ground transportation.

  • Remain current on all changes to procedures, policies or guidelines impacting university travel (i.e. reimbursable mileage rates), disseminate information regarding changes to travelers and support staff and incorporates changes into process and procedure documents as necessary.

  • Serve as the relocation liaison, coordinating moving arrangements and reimbursements as necessary and appropriate.

  • Evaluate and assess the efficiency and completeness of departmental reporting and tracking procedures and recommends process improvements.

  • Prepare analytics, data tracking, maintenance and reporting in support of travel metrics.

  • Oversee the development of and adherence to travel timelines. Anticipate travel needs for key Divisional departments and advise them on timelines for travel actions.

  • Continuously establish and maintain cooperative and efficient relationships with department staff, other campus departments, system offices, and vendors using diplomacy, tact and problem solving skills.

Purchasing and Financial Administration

  • Support appropriate purchasing and travel card use by reviewing departmental purchases and expenditure requests to ensure that they adhere to all relevant division, campus and university policy and procedural requirements.

  • Initiate and manage purchase orders and service agreements. Includes anticipating expirations and renewals, processing invoices, monitoring agreement terms and conditions, and maintaining successful vendor relationships.

  • Procure goods and services up to $5,000 for Department and other key Student Affairs departments as requested using a university issued procurement card.

  • Prepare and process cash receipts for reimbursement to the University owed by employees for personal expenditures.

  • Create appropriate journal entries and transfers as needed and requested.

  • Ensure appropriate financial approvals have been received for all travel and expense actions.

  • Ensure compliance will all Federal, State, University, and division policies and procedures.

  • Monitor payment processes and investigate when a reimbursement is not received in a timely manner or a check is lost.

  • Work with staff in key Student Affairs departments to obtain information and investigate/resolve problems using excellent customer service.

  • Partner with Student Affairs Financial Planning & Reporting to discuss current or planned travel, expenses, and cost allocations.

Travel Card Administration

  • Evaluate charges for appropriateness and reasonableness, elevating concerns as needed.

  • Provide guidance and training to travel card cardholders on appropriate use, related procedures and compliance.

  • Request the set-up of new cardholder accounts and requests, submits modifications, partners with departments on keeping cardholder records accurate in accounting for new and departed staff.

Miscellaneous

  • Train in a variety of business duties for serving as a back-up during the absence of other staff to ensure smooth business operations during this time.

  • Assist and participate in special projects as requested.

What We Can Offer

The anticipated starting salary for this position is $44,760.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be Informed. Be Supportive. Be Boulder.

What We Require

  • Three years of travel support and coordination or experience in accounting related to travel and procurement expenses.

  • Appropriate education will substitute for the required experience on a year-for-year basis.

What You Will Need

  • Proficiency in Microsoft Office Suite (e.g., Word, Excel, PowerPoint).

  • Excellent interpersonal skills, including verbal and written.

  • Ability to develop policies and procedures.

  • Experience working with team collaborations, attention to detail and problem-solving skills.

  • Demonstrated ability to establish and maintain effective and trusting working relationships.

  • Professional and collegial attitude in light of stressful timelines and complex situations.

  • Ability to learn and respond quickly to situations that arise on a day-to-day basis.

What We Would Like You To Have

  • Bachelor’s Degree from an accredited college/university in a related field.

  • Demonstrated experience in a work setting that demands high quality, flexibility, and excellent customer service.

  • Advanced knowledge of travel logistics, planning, and procedures.

  • Familiarity with the university’s relevant information systems (PeopleSoft HR and Finance) and an understanding of the rules and regulations that drive university processes (Fiscal Code of Ethics, procurement rules, hiring processes, etc.)

Special Instructions

To apply, please submit the following materials:

  • A current resume.

  • A cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the position.

You will not be asked to upload references at this time.

Please apply by July 22, 2019 for consideration.

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

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