Travel Coordinator Job at Kentucky State University
TITLE: Travel Coordinator - Purchasing
DEPARTMENT: Procurement
REPORTS TO: Director of Purchasing and Accounts Payable
EFFECTIVE DATE: TBD
EMPLOYMENT STATUS: Full-time
EMPLOYMENT CLASSIFICATION: Non-exempt
PRINCIPAL PURPOSE OF JOB:
The Purchasing Department at Kentucky State University is seeking applications for a Travel Coordinator position. This position oversees the University travel program and serves as the University's subject matter expert on the travel industry and provides a high level of guidance to University stakeholders.
ESSENTIAL JOB FUNCTIONS:
- Provide guidance, training, and customer services to KSU employees regarding individual and group travel in alignment with KSU travel policy and procedures.
- Research and compare available travel and hotel accommodations to identify the best available option for individual and/or group travel if assistance is requested.
- Reviews individual and group travel requests for completeness, funding source, and alignment to travel policy and procedures.
- When travel arrangements are within approved travel and budget limits, make all arrangements and reservations as requested, working with vendor partners such as AAA, hotel, and car rental agencies to secure travel needs.
- Monitors and facilitates the use of company air travel credit cards, frequent flyer programs, and other applicable rewards and loyalty programs.
- Reconciliation of travel reimbursements against approved travel requests, ensuring that payments are made in a timely manner.
- Design, communicate, and drive continuous improvement of the travel request and reimbursement system and operations.
- Oversee information on the KSU website related to travel and request updates as needed.
- Ensure that updated policy and procedures and system changes are communicated to the campus community in a timely and effective manner.
- Performs other related duties as assigned.
OTHER DUTIES: Perform other duties as assigned.
QUALIFICATIONS:
- A high school diploma is required; some higher education is preferred.
- One (1) year of professional-level experience with account reconciliation or compliance.
- Budgetary review experience preferred.
KNOWLEDGE, SKILLS, and ABILITIES:
- Excellent verbal and written communication skills.
- Strong working knowledge of the travel industry.
- Excellent decision-making skills with the ability to assess multiple options and identify the best choice to serve a specified travel goal.
- Excellent organizational skills and attention to detail.
- Proficient with Microsoft Office Suite or related software.
- This position requires working non-traditional hours at times (evenings, weekends, and possible holidays) and will be required to be available for emergency travel needs.
SUPERVISORY RESPONSIBILITY: This position does not have any supervisory responsibilities.
PHYSICAL REQUIREMENTS:
- Prolonged periods sitting at a desk and working on the computer.
- Work is normally performed in a typical interior/office work environment.
- No or very limited physical effort is required.
- No or very limited exposure to physical risk.
KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer
The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.
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