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Job Summary
The Senior Travel Administrator supports the day-to-day operations for the Travel Department, provides travel procurement assistance, purchases travel related expenditures on behalf of campus and Caltech guests, and analyzes and audits travel expense reports for accuracy and compliance. Will serve as the administrator for the Institute’s corporate travel spend program, working with our travel fulfillment partner to drive efficiency in corporate travel spend. The Senior Travel Administrator is also responsible for vendor relationships with travel agents, car rental companies, airline partners, hotels, etc.
As a member of the Procurement Services Team, the Senior Travel Administrator assists in establishing and maintaining strong, collaborative relationships with Caltech’s faculty, staff and students and identifies additional ways to be of service to ensure positive supplier relations.
Essential Job Duties
Accounting
- Audit reports according to generally accepted accounting practices, send back reports with missing information, ensure key fields are entered correctly; handle special payments/checks for employee reimbursements, refund and sponsor reimbursement deposits
- Ensure expense reports are in compliance with appropriate guidelines and requirements based on Caltech Travel Policy, IRS (GAAP) guidelines and specific exceptions as determined by divisions/departments
- Review accounting and expenditures on expense reports
- Manage analyze and reconcile the personal charge and sponsor refund clearing account
- Manage and reconcile the cash advance clearing account which includes managing monies due back to the Institute
- Review, evaluate and resolve a wide variety of complex and unique problems related to travel payment processing
- Provide validation of transactions, contact departments for clarification/correction, and provide proper audit trail of activity
- Perform monthly P-Card reconciliation and assist with other travel related reconciliations, including supplier accounts
- Perform accounting entries to adjust expenditure types and to refund deposits due to Caltech
- Manage the 30 day past due reports
System Administrator
- Act as the primary Travel point of contact for Concur Support
- Manage monthly enhancements
- Manage travel audit rules and travel related messaging in Concur
- Perform in dual systems, Oracle and Concur. Find opportunities to improve processes and assist in defining requirements for technical support
- Documenting relevant information to support conclusions and results based on appropriate analyses and evaluations
- Stay abreast of changes in federal rates for mileage and per diems
- Manage special user group (Audit always) in Concur
Customer Service
- Develop and maintain proactive customer service and support on a regular basis to internal and external customers.
- Respond to customer inquiries; provide feedback and solutions to a variety of customers on various levels, while maintaining confidentiality and professionalism.
- Assist departments with travel arrangements or travel related expenses by using Caltech P-Card
Corporate Travel Management
- Promote the use of contracted suppliers and monitor pricing to ensure compliance to the contract
- Serve as lead for the Institutes corporate travel spend program, working with our travel fulfillment partner to drive efficiency in corporate travel spend.
- Work with travel providers (travel agents, car rental companies, hotels, etc.) to negotiate deals and troubleshoot issues
- Continue to develop enhancements/efficiencies with our existing processes around the travel booking, expense management corporate card solutions currently in place
Training
- Develop training materials and conduct travel training classes
- Stay abreast of travel trends; use knowledge to make recommendations to customers and to improve departmental operations
- Create and manage travel training schedule on website and Oracle Learn
- Maintain SharePoint with current training material
- Facilitate streamlined workshop training for divisions/departments
- Other duties as assigned
Basic Qualifications
- A minimum of 8 years of accounting/travel accounting experience, with an understanding of accounting concepts is required
- Knowledge of Concur: Oracle experience is desirable
- Ability to draft professional e-mails, memo’s, reports and to clearly and effectively communicate information to internal audiences and direct groups
- Ability to interpret contracts and other supporting information
- Ability to independently resolve moderately complex Travel account issues
- Working knowledge of accounting concepts such as debits, credits, accruals, refunds, payment terms and discounts
- The selected candidate must pass a pre-employment background investigation to be hired for this position
Preferred Qualifications
- Ability to analyze and resolve complex problems
- Skilled in organizing work and setting priorities
- Ability to reconcile supplier accounts
- Ability to process invoices from images
- Windows experience including Word, Excel, and Outlook email software
- Ability to fit in with a large team environment
- A courteous, professional demeanor and excellent customer service skills
Required Documents
Remote Work
This position is eligible for a remote work option, subject to institutional review.
- An approved remote work agreement is required.
- In accordance with Caltech’s remote work guidelines, responsible for having a designated work area (home office) and for any costs related to remodeling and/or the initial setup of such designated workspace.
- Equipment needs for remote work are determined on a case-by-case basis.
- Experience with Zoom and other similar video/web conference software required.
- Report to the office as necessary by operational needs and provide in-office coverage as required.