Regional Travel and Expense Manager

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The Universities of Wisconsin are a premier system of public higher education serving more than 162,000 students. Awarding nearly 37,000 degrees annually, the universities are Wisconsin’s talent pipeline, putting graduates in position to increase their earning power, contribute to their communities, and make Wisconsin a better place to live. Through a constellation of 13 universities statewide, the Universities of Wisconsin are a tremendous academic, cultural, and economic resource for Wisconsin, the nation, and the world.

The Universities of Wisconsin Administration assists in establishing policies, planning the programmatic financial and physical development of the Universities. UWSA supports the Universities in delivering transformative educational outcomes and research that expands the boundaries of knowledge. We work to extend the value of our universities beyond the boundaries of the campuses, seeking to enhance the quality of life for all in Wisconsin and beyond, in fulfillment of the Wisconsin Idea.

POSITION SUMMARY

Under general supervision of the Director of Travel Management Services for UW System Administration, this position will serve as the Regional Travel and Expense Manager for various UW System campuses. The associated responsibilities include consultation, communication and training on travel reservations and use of contracts, travel policies, procedures, expense reimbursement, and payment options to ensure compliance with University requirements. Supporting the customer and expeditiously resolving issues while balancing the policy and procedural compliance is essential to the success of the UW System’s managed travel program.

MAJOR RESPONSIBILITIES

  • Communicate, consult, and advise staff and students on travel program reservation options, use of contracted suppliers and rates, UW System travel policies, procedures and campus specific requirements which cover the procurement to payment of UW sponsored travel.
  • Provide support, guidance, and training on Travel Expense Reimbursement system.
  • Work closely with regional Controller’s Office staff at each campus to address questions, hear about concerns/issues and to learn about any internal processes or requirements that impact the travel program.
  • Consult and advise individual travelers or departmental staff on best business practices, opportunities for process improvement or cost effectiveness.
  • Partner with campus Risk Managers to promote the travel program’s duty of care objectives including identification of travelers in high-risk areas, outreach, and support of those traveling within high-risk areas and administering technologies that support the health and welfare of the University traveler.
  • Stay abreast of campus changes to internal policies and procedures that impact the travel program or that differ/ conflict with UW System travel policies or program objectives.
  • Assist in the development of training materials and conduct trainings for all facets of the managed travel and travel reimbursement program.
  • Partner and support positive relationships with the University’s portfolio of contracted suppliers for air, car, and hotel including the University’s travel management companies (TMC) agent services and the self-booking tools.
  • Collaborate with University’s dedicated TMC account managers on services offered, reporting, communication, training, as well as customer service issues and complain resolution.
  • Work with air carrier, hotel, and vehicle rental account managers to resolve complaints and issues.
  • Administer Concur for regional campuses including designating travel arranger or travel coordinator roles, password resets, profile updates and testing of rates and contracts.
  • Regional travel data collection, analysis, reporting and tracking.
  • Review monthly reporting and manage the use of unused tickets.
  • Attend regularly scheduled internal meetings or travel related teleconferences.
  • Collaborate with staff responsible for card programs and expense reimbursement to ensure comprehensive and seamless travel payments.
  • Keeping apprised of travel industry events, technologies, future directions and participate in proactive planning for industry changes.
  • Assist with travel agency transition project, scheduled for July 2024
  • Support campuses with expense system transition, scheduled for July 2025
  • Back up support for other team members

MINIMUM QUALIFICATIONS

  • Bachelor’s degree or equivalent experience
  • Ability to develop and maintain superior customer relations.
  • Ability work well with others as part of team
  • Ability to travel up to 20%, mostly within the state of Wisconsin, with occasional overnight travel.

PREFERRED QUALIFICATIONS

  • Bachelor’s degree (strongly preferred)
  • Experience working in higher education.
  • Travel Industry knowledge.
  • Knowledge of expense report systems
  • Ability to research and resolve service issues with travel agencies, airlines, and other travel service suppliers.
  • Experience training and explaining travel policy.
  • Ability to produce travel report and analytics.
  • Ability to multi-task and work under aggressive timelines
  • Ability to work independently.
  • Positive “can do” attitude.
  • Intermediate Microsoft Excel skills
  • Procurement knowledge

COMMITMENT TO INCLUSIVE EXCELLENCE

Inclusive Excellence is a source of strength, creativity, and innovation for Universities of Wisconsin. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the Universities of Wisconsin community. We commit ourselves to the pursuit of excellence in teaching and learning, research, scholarship, creative activity, community service, and diversity as inextricably linked goals. Universities of Wisconsin fulfills its public mission by creating a welcoming and inclusive community for people from every background – people who serve the State of Wisconsin and the public good.

CONDITIONS OF EMPLOYMENT
Universities of Wisconsin is required to conduct a criminal background and sexual harassment check for the selected finalist prior to employment.

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e., a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of employer sponsorship) on or before the effective date of appointment.

WORK LOCATION

The office location is 780 Regent Street, Madison, WI 53715.  A hybrid work option is available and will have the ability to work remotely within the state of WI.

COMPENSATION AND BENEFITS
The Regional Travel and Expense Manager (official title: Administrative Manager, job code: AD005) is a full-time, salaried, exempt, academic staff, fixed term-terminal appointment expected for two years. Well-qualified candidates can expect a starting annual salary within a range of $60,000 – $75,000 commensurate with the candidate’s education, related experience, and qualifications.

Universities of Wisconsin employees receive an excellent benefits package. To learn more about the benefits package, review the Faculty, Academic Staff & Limited Appointees. Please see this link for total compensation information: UW System Health & Retirement Contributions Estimator.

APPLICATION INSTRUCTIONS
To ensure full consideration, please submit application materials as soon as possible. Applicant screening will begin immediately and be ongoing through Sunday, May 12, 2024. However, applications may be accepted until the position has been filled.

  1. Go to the UWSA Applicant Portal to submit your materials online and select the appropriate applicant portal, either External Applicants or Internal Applicants and click on the position title that you want to apply for.
  2. To receive full consideration, interested applicants are required to apply online and provide:
  • Resume (PDF Format)
  • Cover letter addressing your experience and education as it applies to all minimum and preferred qualifications (PDF Format)

Failing to submit the required application documents may disqualify your application.

  1. Submit your application

SPECIAL NOTES:

If you need to request an accommodation because of a disability, you can find information about how to make a request by contacting angie.koppen@wisconsin.edu.

The Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, or status as a protected veteran, and other bases as defined by federal regulations and UW System policies.  We promote excellent through diversity and encourage all qualified individuals to apply.

Questions may be addressed at: angie.koppen@wisconsin.edu.