Director of Business Operations - Travel

This position has been filled - Job#: 453376637

Job Summary

Job Description
This position is responsible for the management of travel functions for the athletic department. This position performs day to day business office activities including the planning and reconciling of all athletic travel functions. The incumbent serves as a departmental liaison, performs clerical travel functions, monitors and reconciles all travel accounts and claims, prepares and analyzes financial statements in regards to travel spend, and works with coaches and staff on travel planning. This position reports to the Senior Associate Athletic Director for Business Operations.

Responsibilities of the position include, but are not limited to:

• Responsible for coordinating and reconciling all travel processes and procedures for Athletics Department.
• Responsible for oversight of travel contracts for squad and staff travel including air charter, commercial air, hotels and ground transportation.
• Primary liaison to System travel desk and Travel Management Partners.
• Ensures all TAC statements are reconciled and processed in a timely fashion.
• Assists departments with travel planning in preparation for annual budget process.
• Directs the Visa Prepaid Expense card program to ensure accuracy of card loads, efficiency of process and reconciliation of charges to include payment of monthly invoices.
• Responsible for creating and maintaining a formal policy and procedure manual for Athletics travel.
• Manages and reconciles all travel regarding Conference Tournament, post-season, and NCAA Tournament travel.
• Research/analyze travel spending to find ways to save create savings and efficiencies throughout the department.
• Communicate effectively with coaching staff/operations to ensure that all needs are met for upcoming travel, recruiting, reconciliations, reimbursements, etc.
• Work with airlines, hotels and bus companies in frequently visited locations to negotiate best pricing for sports programs.
• Track and follow deadlines that sports and relevant staff need to be aware of. Provide reminders to ensure those deadlines are met.
• Create and maintain resource packet for staff to use as suggestions for team travel, information on Athletic Department partnerships, efficient and effective operational practices, etc.
• Provide one-on-one training for incoming staff on University/Athletic Department rules and guidelines regarding procedures, forms, travel card use, and general travel procedures.
• Review and verify reports from travel agency detailing activity.
• Analyzes and makes recommendations on existing processes and is responsible for implementing approved changes.
• Maintains high degree of customer service in every aspect of the travel program as well as with every employee.

Minimum Qualifications
The successful candidate will possess a Bachelor's Degree in in related field and three years of related experience; or any equivalent combination of education, training and experience. The following knowledge, skills, and abilities are required:

• Knowledge and understanding of NCAA rules and regulations.

Preferred Qualifications
The preferred candidate will possess the following additional qualifications:

• Exceptional customer service skills.
• Advanced Microsoft Office skills.
• Ability to work under pressure, to adjust to constant changes, to handle multiple tasks and to coordinate the work of others.
• Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats.
• Ability to conceptualize, plan and organize multiple assignments.
• Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness.
• Skill in developing and maintaining good working relationships.
• Knowledge of policies, practices, procedures and terminology of assigned function.
• Knowledge of sound business principles, practices and techniques.
• Strong written and oral communication skills.
• When required: Skill in typing at a moderately fast rate with few errors.
• Knowledge of safety and security precautions appropriate to work performed.
• Thorough knowledge and understanding of NCAA and rules and regulations.