General Information
| Job Description | BLANK AST 3 | Working Title | Travel Coordinator |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | CHA&SS Dean's Office - D01008 | Department Head | Cindy Williams |
| Supervisor | Sharon Payne | Effective Date | 08/22/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under general supervision from the Financial Analyst Supervisor 2, the incumbent will serve as primary Travel Coordinator for a large academic college - College of Humanities, Arts and Social Sciences (CHASS). Primary duties include independently preparing travel vouchers, travel- related purchase orders and entertainment reimbursements for faculty, academics, students, staff and department visitors. We have multiple vacancies for this position and may fill more than one position through this recruitment. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Five (5) years of related experience or an equivalent combination of education and work experience in higher education | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| Prior work experience coordinating and booking travel requests including but not limited to airfaire, lodging, reimbursements and/or experienced in event planning. | Required |
| Demonstrated extensive and responsible purchasing and accounting experience in an office environment. | Required |
| Work experience in higher education. | Preferred |
| Experience within a customer service oriented environment responding to and meeting/exceeding the needs of the customer while adhering to policy. | Preferred |
| Demonstrated experience with the UCR Financial Systems, iTravel, eBuy, Mail Services and P&R. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Travel Coordinator Independently serve as primary iTravel Coordinator in the college (CHASS). Prepares travel reimbursement requests in iTravel for travel by faculty, staff, students and visitors, speakers, etc. Responsible for processing and scheduling domestic and international travel in accordance with established departmental, CHASS, campus and system-wide policies and procedures. Obtains appropriate documentation, including original receipts when required; provides sufficient detail to justify travel expenses and obtains exceptional approval as needed. Prepares purchase orders in eBuy for travel-related expenses such as hotels, airline tickets and conference registration. Keeps current on University travel policies and related VISA policies for travelers. Attends campus wide travel meetings as scheduled and educates department leaders on policy as needed. | 95 |
| Administrative Support Independently maintain all files/records/receipts in office files adhere to UCR Record Retention policies. Other duties as assigned. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Excellent written communication skills, including the ability to compose business correspondence, edit, and use correct spelling, punctuation and grammar. | Required |
| Ability to work as a team player and establish and maintain cooperative working relationships; promote professional demeanor in a diverse cultural environment. | Required |
| Knowledge of general accounting principles and fund accounting and strong analytical skills. | Required |
| Skill in communicating effectively and professionally, using tact and diplomacy. | Required |
| Working knowledge of UC Travel and Entertainment policies and procedures. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Overtime | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |