PURPOSE OF POSITION:
The Travel Program Coordinator will be responsible for the planning, program management and coordination of the university
Travel Program including developing policies and procedures, training programs, identify opportunities to realize cost savings
and ensure compliance with all CSU, CSUSM, state and federal legal requirements. Effectively develop a plan to research,
analyze and implement the use of technology including schedule, communication and training. Maintain accounting records,
prepare reconciliations and statistical reports and resolve difficult and unusual problems. Utilize the Common Finance System to
ensure timely payments to customers and suppliers, review reports from financial institutions, and reconcile accounts.
Process and audit documents in accordance with policies and procedures. Prepare, assemble and compile data used in the
preparation of financial reports and/or analysis. Devise new methods and modify established procedures based on university
policies and best practices. Develop and coordinate training program for travelers and department budget coordinators.
Provide backup to Accounts Payable duties as directed by the Accounts Payable and Travel Manager, and coordinate special
projects as needed.
% of Time
1. Program Management and Coordination of the campus Travel Program 60%
2. Implement Technology to Enhance the Travel Program 20%
3. Financial Functions 20%
LIST OF TASKS FOR EACH MAJOR RESPONSIBILITY:
1. Program Management and Coordination of the campus Travel Program
• Independently research, analyze and implement university travel program to meet the needs of the campus
• Develop and maintain policies and procedures; communicate updates and changes
• Coordinate the accurate recording and timely audit of financial information for the campus travel program.
• Research and collaborate with other Universities to establish best practices.
• Analyze and identify customer base to develop programs and resources to better serve the university
• Develop streamlined methods to allow access to relevant financial and traveler data.
• Develop and publish performance measures on the travel website.
• Reconcile discrepancies to campus records, prepare monthly reports.
• Act as the main campus contact to implement industry best practices and represent the campus at the Chancellor's
• Collaborate with outside travel agencies, airlines and other service entities to establish relationships to develop
partnerships to improve and enhance the travel program. Negotiate programs to maximize cost savings.
• Revise and enhance the Travel website as new procedures are developed and to improve customer service.
• Participate on division, university wide, and system wide committees as necessary.
• Provide customer support to answer questions, provide information and resolve issues.
• Research complex problems, identify solutions and communicate to internal and/or external customer as necessary.
• Develop and implement training program for travelers and department budget coordinators, including interpreting
and explaining of university and CSU, state and federal regulations to students, faculty, staff and administrators.
2. Implement Technology to Enhance the Travel Program
• Research Travel Systems and opportunities, prepare recommendations and strategies for review and approval
• Develop and implement a plan and project schedule to convert the existing paper process to a fully automated process using an integrated expense module (Includes project coordination, developing training materials, communications and deliver training to all university and auxiliary travelers).
• Leverage technology to improve processes and create efficiencies
• Work with appropriate staff to implement new data access techniques using new technologies or procedures.
• Ensure segregation of Duties
• Revise and update website
3. Financial Functions
• Prepare adjusting and year-end journal entries as necessary.
• Prepare monthly reports adjusting and year-end closing entries.
• Prepare, assemble and compile data used in the preparation of financial reports and/or analysis.
• Maintain accounting reports for funds, specifically for campus business travel.
• Prepare financial statements, reconciliations, and statistical reports.
• Responsible for the accurate reporting of financial information according to established campus and Chancellor's Office policies and procedures.
• Interact with customers to provide technical advice and resolve travel, accounts payable and accounting issues.
• Research information and gather data required to complete special projects including, but not limited to audit analysis, pre-audit document preparation and coordinate responses for various audits.
• Prepare formal analysis of financial data; back up various accounts payable duties.
PROVIDES LEAD DIRECTION OF OTHERS:
REQUIREMENTS OF POSITION:
1. List education and experience required
Bachelor's degree in business or related field, or four years of analytical work experience involving study, and /or evaluation leading to the development and improvement of administrative policies, procedures, practices, coordinating a similar program or any equivalent combination of education and experience which provides the required knowledge and abilities.
2. List knowledge, skills, and abilities required for this position.
• Working knowledge of financial record-keeping methods, procedures, and practices; arithmetic and general office procedures;
• General knowledge of governmental financial record-keeping methods and general accounting practices;
• Ability to review documents for accuracy and completeness;
• Ability to learn and interpret a wide variety of written rules and regulations;
• Ability to compile, verify, and reconcile financial data;
• Ability to analyze data and make accurate projections to resolve errors and discrepancies;
• Ability to travel overnight on occasion;
• Travel claim audit knowledge;
• Demonstrated ability to prepare and present formal presentations of policies and procedures;
• Demonstrated ability to process large volumes of detailed paperwork;
• Knowledge of general accounting principles and the ability to understand a typical chart of accounts structure;
• Ability to work overtime;
• Project management skills;
• Excellent communication skills;
• Ability to organize and plan work and projects including handling multiple priorities.
• Understanding and ability to implement continuous improvement concepts and tools;
• Ability to collaborate with others to resolve problems
• Advanced knowledge in Excel and PowerPoint
• People Soft knowledge preferred
• Knowledge of SAM and SUAM policies as they apply to document auditing and financial procedures preferred - To ensure compliance;
3. List machines, tools, equipment, and motor vehicles used in the performance of the duties
Computer workstation, automated financial systems, Microsoft windows, presentation software, phone, voice mail, e-mail, 10 key calculator, printers, typewriter, fax, copier, date query tools, and process improvement tools.
4. Unique working conditions
Extended period of CRT use and sitting
5. Other Employment Requirements
• The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.
• This position is subject to a background check including, but not limited to, employment verification, reference checks and criminal record checks. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
• Must participate in required campus trainings including, but not limited to, Information Security Awareness Training and Sexual Violence Awareness and Prevention "EDU: Eliminate Campus Sexual Misconduct."
Closing Date/Time: Open until filled
San Marcos, California