Travel Logistics Coordinator II - LU Send

Liberty University•Lynchburg, VA

3d•Onsite

About The Position

Responsible for facilitating the coordination and development of various initiatives and projects within the Office of Spiritual Development (OSD). This role executes all logistical components for outgoing programs, including airfare coordination, ground transportation, airport transfers, in-country purchases, insurance needs, and visa support. It involves processing finalized program contracts, coordinating with in-country affiliates, and maintaining program logistics in LU Send systems. The coordinator prepares and distributes travel materials, manages logistical financial processes, and supports travel-related payments and refunds. Additionally, this position provides technical support for logistics systems, assists with data collection for evaluation, and upholds LU Send policies. Occasional participation in scouting trip locations and serving as a trip leader may be required. The role also promotes broad participation in departmental work and assists with department events. Staying informed about leading technologies and processes for hospitality, communications, and event management is essential. The position strictly adheres to Liberty University policies and represents the University in an exemplary manner, working effectively as a team member and fostering LU’s Christian model and Mission.

Requirements

Four-year college degree or the equivalent.
2-3 years+ experience in professional training.
Ability to effectively communicate both verbally and in writing to convey clear, well-articulated information.
Ability to understand, speak, and write English in order to convey messages and correspond in an articulate and professional manner.
Possess public communication skills that allow professional representation of Liberty University to a variety of business and community customers and associates.
Strong organizational skills.
Excellent computer skills.
Intuitively able to reason, analyze information and events, and apply judgment in order to solve problems of both a routine and complex nature.
Proof of a valid driver’s license, an acceptable DMV record, LU Driving Approval, and liability insurance is required when driving in the performance of the employee’s position.

Nice To Haves

Master’s degree
3 years+ experience in a business or non-profit organization

Responsibilities

Execute all logistical components for outgoing programs, including airfare coordination, ground transportation, airport transfers, in-country purchases, insurance needs, and visa support.
Process finalized program contracts and coordinate with in-country affiliates to complete Affiliation Agreements, addenda, REQs, POs, vendor payments, and related travel documentation.
Maintain program logistics in LU Send systems (VIA-TRM, Airtable, Travefy), ensure accurate transit plans, rooming lists, meal planning, and daily operational updates aligned with approved itineraries.
Prepare and distribute all travel materials—including emergency kits, liability documents, luggage tags, and logistical supplies—for trip leaders and participants.
Manage logistical financial processes such as airfare and land cost invoices, deposits, payment schedules, vendor amendments, and other transactions in alignment with LU financial policies.
Support travel-related payments and refunds, including overpayments, withdrawals, vendor changes, and policy-compliant adjustments, and oversee cash advance requests and reconciliation.
Provide technical support and troubleshooting for logistics systems, maintain accurate records, and communicate system updates to staff and programs.
Work with supervisor and team to create surveys and support data collection for evaluation, reporting, and continuous improvement on logistics.
Uphold LU Send policies, procedures, and deadlines with professionalism.
On occasion, participate in scouting trip locations to confirm trip logistics and serve as a leader of group trips as needed.
Promote active and broad participation by faculty, staff, and students in all areas of the department’s work.
Assist in the planning, coordinating, and execution of all department events and opportunities as directed.
Remain well-informed of all leading technologies, processes, and engagement for best hospitality, communications, and event management.
Strictly adheres to Liberty University policies, representing the University in an exemplary manner.
Works effectively as a team member, embracing and fostering LU’s Christian model and Mission – Training Champions for Christ.