Travel Coordinator: Shared Services - UTK

University of Tennessee • Knoxville, TN

6h • $60,000 - $65,000 • Onsite

About The Position

This position will be responsible for coordinating travel, performing travel contract administration functions, negotiating group travel, and processing travel related invoices for Office of Shared Services, SSO, clients at the University of Tennessee. The position will be responsible for on-boarding presentations for new SSO clients and presentations at the VolTravel Travel Symposium.

Requirements

• Associate’s degree
• Minimum 4 years of travel-related experience, including booking trips, processing travel expense reimbursements, and negotiating hotel agreements.
• Demonstrated understanding of common traveler challenges and strong customer service skills to support travelers and resolve issues efficiently.
• Experience processing travel transactions in Oracle.
• Knowledge of travel, contract and procurement policies, strong analytical and research skills, with the ability to gather, analyze, and interpret data, compile information, prepare reports, and make recommendations for process improvements and operational efficiencies.
• Ability to demonstrate excellent problem-solving and decision-making skills, strong organizational and project management abilities, and exceptional attention to detail and accuracy when managing travel arrangements, financial documentation, contracts, reimbursements, and compliance requirements.
• Excellent written and verbal communication skills. Ability to effectively communicate with travelers, department administrators, vendors, and senior-level executives.
• Strong public speaking and presentation skills. Ability to develop and deliver training sessions, workshops, and informational presentations to diverse audiences.
• Ability to plan, coordinate, and facilitate meetings, events, workshops, and other programs, including managing logistics, vendors, schedules, and participant needs.
• Strong customer service skills.
• Ability to manage sensitive, time-critical, and high-priority situations professionally, negotiate and evaluate vendor agreements to obtain cost-effective services, and adapt effectively to changing policies, procedures, technology, and organizational needs.
• Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Nice To Haves

• Bachelor's Degree
• Experience processing travel transactions in Oracle
• UT fiscal policy knowledge

Responsibilities

• Serves as the University’s lead coordinator for group travel with a responsibility for the planning, coordination, and management of group travel programs.
• Oversees the negotiation and administration of hotel, air, ground transportation, and other travel-related agreements to ensure cost-effective and efficient arrangements which meet University needs.
• Collaborates closely with the campus travel agency to coordinate and book group air travel and serves as the primary liaison between the travel agency and campus departments.
• Oversees the work of Travel Assistants and provides guidance and support as needed in processing travel requests, air reservations, travel arrangements, and reimbursements.
• Serves as the primary point of contact for university travel inquiries in the Manager’s absence.
• Ensures compliance with Knox campus, University System, and applicable state travel policies and procedures.
• Provides quality assurance and promotes accuracy and consistency in travel transactions, documentation, and data maintained by department.
• Develops recommendations for leadership regarding travel processes, programs, policies, and technology improvements.
• Works with clients to determine contractual requirements for their travel within established travel budget.
• Responsible for requisitioning related travel contracts.
• Registers new vendors in the Payment Works system as needed.
• Acts as the liaison to ensure all documentation is submitted accurately and timely.
• Responsible for invoice entry for related travel contract payments.
• Assist the Campus Travel Manager with developing and presenting on-boarding presentations, facilitates seminars, event planning for biennial travel symposium.
• Assist in the event planning for the travel symposium and participate in the breakout sessions as a presenter.
• Provide support after the events by analyzing engagement, make recommendations for improvements for future events.
• Expand outreach by identifying other areas across the University who could benefit from use of these services.

Benefits

• Generous paid leave, accruing up to 24 days of vacation and 12 days of sick leave annually, plus 14 paid holidays and administrative closing days
• Education benefits for employees and their dependents at UT System campuses
• Retirement and deferred compensation plans, including 401(k), 403(b), etc.
• Comprehensive medical, dental, and vision insurance plans
• Employee discounts to attractions, services, and goods

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree