Associate Director Travel & Expense

Advocate Health • Charlotte, NC

4d • $55 - $82 • Hybrid

About The Position

The Associate Director of Travel & Expense will oversee the daily operations of the travel, business expense, and travel and procurement cards, ensuring all financial transactions are processed accurately and timely. This includes all aspects of the travel process including providing appropriate technology allowing for request, approval, capture of receipts, expense management, and duty of care to relationships with travel management partners who assist travelers. The role serves as the primary interface between the company and travel-related partners, emerging technology, and program changes. The Associate Director will develop and implement travel and expense policies and procedures, ensuring compliance with company guidelines and regulatory requirements, and update training materials. This position requires knowledge, expertise, and direct experience in all aspects of travel management and processing, including IRS rules, duty of care, sustainability, risk management, and mitigation. The Associate Director will negotiate contracts with travel partners and service providers, monitor and analyze travel and expense data, and maintain superior customer service. Collaboration with internal stakeholders for end-user training on Enterprise ERP systems and partnering with the technology team for system configuration and updates are key responsibilities. The role also assists in resolving audit findings, supports regional entities, and provides concierge services to senior and executive management. Analysis of reports including spend, volume trends, exception reporting, budgeting, and forecasting is also required.

Requirements

• Bachelor’s degree in business administration, Finance, Accounting, Supply Chain, Data Analytics, or related field or 7+ years of direct relevant work experience in Accounts Payable or Travel and Business Expense including a minimum of two years supervisory experience will be considered in lieu of degree.
• 7+ years of direct relevant work experience in Accounts Payable and Travel & Business Expense, or similar process-driven environments.
• Experience in Accounts Payable, Travel & Expense management, card program administration, or finance operations.
• Strong knowledge of AP and Travel & Expense workflows, analytics, operations, and best practices.
• Exceedingly strong communication skills, presentation skills and executive presence required
• Ability to interpret data, identify root causes, and diagnose system/process issues.
• Must possess in-depth knowledge of generally accepted accounting principles, proficiency in accounting systems, and strong operational knowledge of the travel and business expense cycle.
• Must have strong project management skills and be able to perform as a project leader to deliver results under deadlines as well as working effectively cross-functionally in a rapidly changing environment.
• Excellent leadership and people management skills, with the ability to motivate and inspire a team.
• Experience in implementing and managing accounts payable and/or travel and business expense technology systems.
• Analytical mindset with the ability to gather and interpret data to drive informed strategic decision-making.
• Excellent communication skills and ability to partner with tech, finance, procurement, and external partners.
• Proficiency with ERP systems (Workday preferred) and Microsoft Office Suite including Excel.
• Highly organized with strong attention to detail and ability to manage competing priorities.

Nice To Haves

• Experience with Workday Financials and travel booking/expense tools (Deem, Concur, etc.) is highly desirable.

Responsibilities

• Oversee the daily operations of the travel, business expense, and travel and procurement cards, ensuring all financial transactions are processed accurately and timely.
• Serve as the primary interface between the company and the travel-related partners, emerging technology, changes in the program and any other projects.
• Develop and implement travel and expense policies and procedures, ensuring compliance with company guidelines and regulatory requirements.
• Update and manage training materials, policy and procedures, and communications to establish consistency and best practices.
• Negotiate contracts with travel partners and service providers to ensure cost-effective travel arrangements.
• Partners with Strategic Sourcing to negotiate supplier contracts with travel providers to drive cost effective and efficient travel.
• Monitor and analyze travel and expense data, identifying trends and areas for improvement.
• Manages metrics, KPIs and oversight of performance within each measurement and takes action as needed.
• Maintain superior customer service.
• Develop programs to enhance customer service and maintain constant communication with end-users and suppliers to make certain that department is delivering on this value.
• Collaborate with internal stakeholders to develop programs that foster the training of end-users (expense reports and card reconciliations) on the Enterprise ERP system(s).
• Work with teammates to routinely evaluate opportunities for training and provide a program for training with end-users.
• Ensure that end-users have the knowledge to enter expense reports accurately and efficiently.
• Develop and implement strategies to optimize travel and expense management, reducing costs and improving efficiency.
• Stay up to date with the latest trends and best practices in travel and expense management.
• Partner with technology team to configure and update the system as needed.
• Provides continuous analysis and development of technology and systems in area of travel and expense reimbursement.
• Recommends and implements travel system configuration changes to audit rules, expense types, etc. to assist in policy compliance and process efficiency.
• Assist in the resolution of any audit findings related to the Travel & Business Expense system and processes.
• Supports regional entities in their management of travel functions including providing “subject matter” expertise with regard to innovation, cost reduction and efficiency improvements and assisting in the evaluation and implementation of various products and services under the Enterprise.
• Provides concierge services to senior and executive management including auditing of all CEO and CEO Cabinet expenses.
• Analyzes reports inclusive of spend, volume trends, and exception reporting, budgeting, and forecasting in online travel and expense system.

Benefits

• Comprehensive suite of Total Rewards
• Benefits and well-being programs
• Competitive compensation
• Generous retirement offerings
• Programs that invest in your career development
• Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift, on call, and more based on a teammate's job
• Incentive pay for select positions
• Opportunity for annual increases based on performance
• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

What This Job Offers

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