Travel & Expense Manager- Strategic Budget & Finance- Procurement Services
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College / VP Area: Strategic Budget & Finance
Work type: Staff
Location: Newark/Hybrid
Categories: Financial Services and Procurement, Full Time
PAY GRADE: 31E
CONTEXT OF THE JOB:
Within Strategic Budgeting & Finance, Procurement Services is responsible for
the purchasing of and payment for all the University's goods and services
needed to execute its mission. In addition to traditional purchasing
activities, Procurement Services is responsible for processing and execution
all non-payroll disbursements. Procurement Services also manages the
University's procurement card program. Annual expenditures processed and
executed by Procurement Services total approximately $750 million. Major
functional units within Procurement include Systems Administration, Supplier
Data, Sourcing, Contracting, Purchasing, Travel & Expense Management, and
Accounts Payable.
Under the general direction of the Director of Procurement Services, the
Travel and Expense Manager is responsible for administering and managing all
aspects of the university's travel and expense program, including the
supervision of the T&E staff, operations of the T&E system, risk, and
compliance administration, and reporting and benchmarking. The ideal candidate
is customer service driven with strong communication and management skills. A
key emphasis of the position will include process improvement initiatives and
ensure associated processes and activities comply with university policy. The
position also supports the duties to be performed by the Associate Vice
President & Chief Procurement Officer, as needed.
MAJOR RESPONSIBILITIES:
Under general direction from the Director of Procurement Services, this
position supervises the staff and operations of the Travel & Expense
group.
Manager is expected to administer and lead all aspects of travel
authorization and expense reimbursement processes including Concur travel
system management, travel policy ownership, risk and compliance
administration, and reporting & benchmarking.
Additionally, the Travel & Expense Manager will lead projects, manage, and
develop outreach strategies that may include communications and process
improvement initiatives. Manage is responsible for ensuring associated
processes and activities comply with university policy, and Federal travel
rules and regulations.
This position is expected to interface with all levels of staff including
Senior Management, internal/external clients and provide a high level of
customer support and experience.
Ensures timely processing of all employee expense reimbursements,
including but not limited to those from expense reports, university card
transactions, and cash advances.
Provides oversight and guidance to T&E staff to ensure proper review of
documentation, accounting, and authorizations are obtained for the related
expense and comply with policy. Provide staff and faculty with helpful
information to prevent future issues.
Responsible for the processing and reconciliation of the University's
Credit Card program. This includes but not limited to ensuring proper
reporting, timely allocations, approvals, and proper usage of the card.
Address concerns and noncompliance professionally by working with
cardholders and/or department Card Administrators.
Responsible for maintaining and recommending updates of the transaction
review process within the intelligent audit program, currently AppZen,
prior to reports being passed on for further approvals in Concur ensuring
expenses are properly coded and within existing travel and expense
procedure guidelines.
Assist with system upgrades, modifications and implementation of any
related travel and expense software or system integration. Actively
participate in ongoing system evaluations and enhancements.
Leads and maintains the ongoing effort to update and improve travel and
expense policies and procedures including identifying issues, and
developing alternative solutions which may include changes to programs,
policies, and procedures.
Oversees the travel and expense reimbursement training and the ongoing
effort to update and improve the travel program and expense reimbursement
process to drive user acceptance for Concur and travel partners, currently
World Travel.
Assist negotiating contracts and rates with travel service providers;
manage relationships with travel agencies and suppliers.
Maintains on-going expertise and pursues continuous improvement in T&E
area as it relates to industry standards and best methods and communicates
such standards and methods with university departments.
Oversee internal and external audit requests and responses.
Works with Controller's Office, Treasury, and AP to resolve travel and
expense related reconciliations.
Demonstrate a high level of customer service to internal customers and
external vendors representing Strategic Budgeting and Finance's vision and
strategic initiatives in a professional manner.
Develop, write, and effectively communicate T&E related content via an
e-mail, newsletter, website update, verbally, etc.
Other duties as assigned by the Associate Vice President, Chief
Procurement Officer, or the Director of Procurement Services.
QUALIFICATIONS:
Bachelor's degree in travel & tourism, business administration,
accounting, finance, or related field, or eight (8) years related
experience, or an equivalent combination of education and experience.
Three to five (3-5) years' experience including two (2) years as a
travel manager, travel consultant, manager, or relevant position.
Effective leadership and management skills
Proven experience as a corporate or university travel manager
Knowledge of T&E reporting and processing
Interpretation of IRS publications, Higher education and/or not-for-profit
accounting experience preferred.
Experience and knowledge of Concur travel and expense management system.
Experience with major financial and procurement systems, including
intermediate query and report development. Knowledge of PeopleSoft
enterprise software and Jaggaer procurement modules are preferred.
Knowledge of industry best practices and current developments/trends in
area of expertise.
Demonstrates and maintains excellent customer service. Exercises tact and
diplomacy in creating and maintaining good working relationships.
Demonstrates an understanding and consideration of the differing needs and
concerns of individuals with varying identities, cultures, and
backgrounds.
Committed to fostering a workplace culture of belonging, where diversity
is celebrated, and equity is a core value.
Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the
basis of race, color, national origin, sex, gender identity or expression,
sexual orientation, genetic information, marital status, disability, religion,
age, veteran status or any other characteristic protected by applicable law in
its employment, educational programs and activities, admissions policies, and
scholarship and loan programs as required by Title IX of the Educational
Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504
of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964,
and other applicable statutes and University policies. The University of
Delaware also prohibits unlawful harassment including sexual harassment and
sexual violence.
Applications close: Open until filled
