Assistant Director of Travel Management

William & Mary • Mount Vernon, NY

27d • $64,000

About The Position

The Assistant Director of Travel Management provides strategic leadership for the university’s travel operations, ensuring compliance with federal, state, and university policies while promoting efficiency, service quality, and cost effectiveness. This role oversees the travel program, including policy development, compliance monitoring, system enhancements, reporting, and vendor partnerships, and serves as the university’s subject matter expert on travel-related financial processes. The position also manages the university’s travel card programs, including the Airline Travel Card, Individual Liability Travel Card, and Voyager fuel card, ensuring compliance with Commonwealth of Virginia regulations through training, guidance, and ongoing monitoring. Additionally, the Assistant Director leads initiatives to improve travel management and customer service, supports seamless integration between financial and travel systems, and serves as the primary liaison with internal partners, state agencies, and travel vendors to maintain a strong and compliant travel program.

Requirements

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field, or an equivalent combination of education and experience.
• Significant experience in travel management, accounts payable, or financial administration, with progressively increasing responsibility.
• Strong knowledge of federal and state travel regulations, financial controls, and audit processes.
• Experience working with enterprise financial systems, with proficiency in data analysis and reporting.
• Demonstrated experience in leadership, project management, and policy development.
• Excellent communication, negotiation, and interpersonal skills, with the ability to collaborate effectively across diverse stakeholders.
• Experience managing and administering corporate travel card programs and ensuring regulatory compliance.

Nice To Haves

• Experience in higher education financial operations or state government travel management.
• Previous supervisory or managerial experience.
• Familiarity with Commonwealth of Virginia travel policies and procedures.
• Experience with ERP financial modules and travel and expense management systems, including Workday Expense.

Responsibilities

• Performance Management: Establishes clear performance expectations that are well communicated and aligned with departmental and organizational goals and objectives. Provides frequent, constructive feedback to staff, including interim evaluations when appropriate. Ensures employees possess the necessary knowledge, skills, and abilities to successfully achieve assigned goals. Completes all requirements of the performance planning and evaluation system accurately and by established deadlines, with proper documentation. Addresses and documents performance issues in a timely and consistent manner. Supervises one full-time and one part-time Travel Account Specialist.
• Institutional Travel Oversight & Policy Management: Provides strategic leadership and oversight of the university’s travel program to ensure alignment with institutional goals, financial policies, and regulatory requirements. Develops, implements, and continuously improves travel policies, procedures, and programs to enhance efficiency, compliance, and service to faculty, staff, and students. Leads policy development and ensures compliance with federal, state, and university regulations; provides guidance and training to travelers and administrators. Serves as the primary university representative for travel-related matters, collaborating with state agencies, financial institutions, and industry partners. Manages travel service providers, including RFP negotiations, vendor performance, service levels, and cost controls. Oversees administration of the Commonwealth of Virginia travel card programs (ATC, Individual Liability, and Voyager), including issuance, compliance, reconciliations, invoice payments, and annual training. Overseas and manages cash advance reconciliations and initiating payroll deductions. Delivers training on travel policies, financial responsibilities, and fraud prevention. Continuously evaluates and refines travel operations to reduce costs and improve the overall traveler experience.
• Financial & System Oversight: Oversees the integration and optimization of travel management systems, including Workday Expense, to ensure accurate financial reporting and efficient transaction processing. Serves as the primary Expense Configurator and system manager for Workday Expense. Leads system testing, upgrades, and enhancements in partnership with IT and financial operations teams. Develops data-driven reports and insights to support financial decision-making and operational improvements. Manages travel reimbursement processes to ensure timely, accurate payments to faculty, staff, and students.
• Customer Service & Training: Leads campus-wide training initiatives on travel policies, procedures, and system usage to ensure compliance and ease of use for faculty, staff, and students. Develops and maintains training materials, including manuals, quick reference guides, job aids, and online resources to support user understanding and policy adherence. Conducts regular office hours to provide direct support, answer questions, and assist travelers and administrators with travel-related processes. Utilizes the university’s Team Dynamix system to manage, track, and respond to travel-related service tickers in a timely and effective manner. Provides expert-level support and resolution for complex travel-related inquiries and transactions. Promotes a strong customer service culture, ensuring timely, effective, and professional handling of travel-related issues.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager