Travel & Expense Client Support Specialist

Stony Brook University • Town of Brookhaven, NY

14d • Hybrid

About The Position

The Travel & Expense Client Support Specialist reports to the Assistant Director of Procurement, Travel & Card Programs, and delivers excellent customer service, providing administrative and technical support to Stony Brook University, Medical Center, and Long Island State Veterans Home (LISVH) faculty/staff/students. The Specialist must have strong problem resolution and trouble-shooting skills, be able to work independently, simultaneously manage multiple priorities and tasks, and must display high levels of discretion and confidentiality.

Requirements

• Bachelor's degree (foreign equivalent or higher). In lieu of a Bachelor’s degree, an Associate’s degree and two (2) years of directly related full-time experience may be considered.
• Two (2) years full-time professional work experience in accounts payable, accounting, procurement, customer service, or a finance-related field.
• Proficiency in Microsoft Office Suite and/or Google Workspace.

Nice To Haves

• Bachelor's degree (foreign equivalent or higher) in Accounting, Business, or a Finance-related field.
• Three (3) years of full-time work experience in accounts payable, accounting, procurement, customer service, or a finance-related field.
• Experience in higher education, public sector, and/or a unionized setting.
• Experience working with a travel and/or expense management program or company.
• Experience working with the Concur Travel & Expense system.

Responsibilities

• Assist in the expansion of the Concur T&E system, working with Concur consultants and IT partners.
• Perform configuration tests before implementing on the production site of the T&E system.
• Assist in maintaining configurations of the Concur T&E system, including, but not limited to, loading Graduate Student Assistant (GSA) per diems and IRS mileage rates.
• Build a solid relationship with the University’s Travel Management Company (TMC) and assist in expanding the use of the on-line booking tool.
• Serve as a Subject-Matter Expert (SME) regarding all aspects of the Concur Travel & Expense (T&E) system.
• Assist in handling Concur Travel & Expense technical support issues via phone, email, and chat submissions, and escalate cases to Concur where necessary.
• Communicate and build a solid relationship with SBU’s Division of Information Technology (DoIT) department, working collaboratively towards the resolution of technical integration issues.
• Respond to T&E issues/inquiries regarding pre-approvals, employee reimbursements, reconciliations, booking, etc.
• Create, maintain, and monitor a log of all system issues to analyze for proficiency.
• Ensure issues are being addressed in a timely manner and followed through to resolution.
• Assist in monitoring travel systems for the successful integration of expense reports to Enterprise Resource Planning (ERP) systems.
• Assist in handling supplier file issues related to the T&E system.
• Help employees navigate through the on-line booking tool while fielding policy driven booking questions.
• Assist in training stakeholders on features and functions of the Concur Request, Expense, and On-Line booking modules, promoting a positive experience.
• Assist in developing and updating T&E training materials and user guides.
• Assist in maintaining accurate, up-to-date information on the T&E website to ensure stakeholders are informed of changes to policies and procedures.
• Assist in the review and approval of employee travel expense reports in accordance with guidelines using the Concur system.
• Other duties or projects assigned as appropriate to rank and departmental mission.

Benefits

• In addition to the employee's base salary, this position is eligible for $4,000 UUP annual location pay, paid biweekly.
• This position may be eligible for hybrid, alternative workplace arrangements/telework.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 11-50 employees