Travel Manager - Shared Services
University of Tennessee, Knoxville
Knoxville, TN
Full-time
Administration / Clerical
Posted on April 11, 2024
Travel Manager – Shared Services
Finance & Administration
The purpose of this position is to strategically plan, organize and secure domestic and international travel on behalf of the UT-Knoxville campus. While the position is placed within the Shared Services Office, it will collaborate campus-wide and with the University's contracted travel agent, as well as with executives within and external to the campus. This position reports to the Director of Shared Services in the Finance and Administration Unit and is responsible for travel arrangements for executive travelers, advisory board members, distinguished guests, executive job candidates and current campus employees who are conducting business with or on behalf of the Campus. In addition to managing travel needs, this position will negotiate with travel providers and provide policy interpretation, risk mitigation and be a subject matter expert on travel related State and Federal Regulations and UT Fiscal Policy. This position will also be responsible for exercising considerable judgment as it relates to delegated approval of travel exceptions and whether they should be approved or denied. Impeccable customer service is foremost to success regarding needs and nuances of this role as it relates to specific constituencies and groups. A considerable amount of time is spent in dialogue via phone and email with travelers and travel vendors. This position would be considered a key stakeholder as it relates to any travel-related contracts for the Knoxville Campus, UTSI and UTIA.
Qualifications :
Regular duties of this role include, but are not limited to:
Travel Management:
· Serves as the main point of contact for all UT- Knoxville operational travel needs and meets regularly with directors of departments and executive travelers to provide updates on travel policy changes, problem solving, and reconcile financial documentation from vendors.
· Research, develop instructional content and conducts training sessions with the department staff, travelers (domestic and international), and campus administrators on departmental, campus, system, and state travel policies and procedures including the current processes and upcoming processes related to the new DASH ERP implementation. Assists with travel (individual and group) plans as needed.
· Consult with administration, make recommendations, changes, and update travel programs based on findings. Negotiates the best rates as it relates to group needs including, but not limited to hotel agreements (meeting rooms, late check outs, complimentary or upgraded rooms, free parking, breakfasts, wi-fi, etc.), air charter agreements, bus charter agreements, and other travel agreements.
· Manages last minute travel changes due to weather, hotel over bookings, plane or bus cancellations, or other crises.
· Collaborates with vendors, internal and external travelers to ensure the most effective program is maintained.
· Create individual and group travel itineraries and options for campus constituencies to review cost effective options for international and domestic group travel needs. Provides "white glove" customer service to senior campus executives as needed.
Travel Administration:
· Campus liaison to UT contracted travel agent to coordinate commercial travel as necessary and discuss industry best practices.
· Research, make recommendations, and provide detailed travel information to travelers.
· Participate in procurement of travel-related vendors at the campus level.
· Work closely with the Shared Services Office Director regarding needs of campus-level constituencies.
Qualifications:
Required Education: High School Diploma is required.
Preferred Education: Associate's or Bachelor’s degree with travel certifications or technical training.
Required Experience: Minimum of three years of relevant experience in corporate travel. The successful candidate for this position would have travel knowledge obtained through extensive personal or corporate domestic and international travel and previous corporate travel administration to be able to advise both travelers and campus executives regarding itineraries.
Preferred Experience: Five to ten years of experience in corporate travel experience using a booking tool and global distribution system is preferred.
Required Technical Skills/Experience: Ability to work across a wide constituency of travelers including providing "white glove" service to distinguished guests. Ability to quickly solve problems and remain composed in potentially difficult situations where strong emotional intelligence and discernment is required. Adept at Microsoft Office Products. Strong character and integrity including trustworthiness as well as an attitude of flexibility, agility, and continuous improvement.
Preferred Technical Skills/Experience: Extensive personal or corporate travel experience which can be leveraged for advising on itineraries. Strong negotiation skills, strong Microsoft Office skillset, operational knowledge of institutional Enterprise Resource Planning software including SAP or Oracle. Adept at Federal and State of Tennessee laws and regulations as well as UT Fiscal Policy as it relates to travel. Experience in developing instructional training content and conducting training seminars associated with ERP implementation.
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