Travel Coordinator

Travel Coordinator


Job No:


Classification:Fiscal Technician 3

Grade:Grade 77

Work type:On Campus, Staff Full-time

Administrative Unit:University of Alaska Fairbanks

School/Business unit:UAF Financial Services


Categories: Business/Accounting/Finance, Office/Clerical


Position Summary:

The UAF Travel Customer Service Office (TCSO) is a diverse and dynamic team whose mission is to deliver exceptional customer service, support and training; provide timely reimbursement processing; and ensure compliance with UA policy, IRS and sponsor regulations. The Travel Coordinator performs a critical support role in the administration of UAF Travel. We are looking for a highly motivated and organized individual who enjoys working in a fun and fast-paced office environment. The successful candidate will have excellent oral and written communication skills, the ability to handle multiple priorities and deadlines, a willingness to learn, and the drive to improve processes or create efficiencies in order to best support the needs and goals of UAF travelers and administrators. This position reports to the TCSO Travel Manager.



1-40This position provides exceptional customer service and acts as an expert travel resource for UAF. This position will be responsible for ensuring travel authorizations, travel advances, and travel expense reports, including computation of expenses are accurate, timely and efficiently processed. Assist with preparation and review of expense reports for accuracy. This position is responsible for coordinating travel arrangements such as airfare, lodging and ground transportation. Work with constituents to solve complex travel issues. This position will ensure compliance with UA travel policies and regulations through education efforts. Maintain, generate, track and review the work done by employees submitting Requests and Expense reports for process and approval. Prepare and process journal vouchers.Essential 20This position will work with other UA entities such as Risk Management and Procurement and Contract Services to ensure observance of compliance and safety regulations. This position also assists with researching expenses and resolving vendor errors.Essential 3-15Responsible for compiling, preparing and analyzing financial and statistical data, utilizing Banner and Concur. Extracting reports and data as requested and required by auditors, funding agencies and Administration.Essential 4-15Provide current and historical data; provide analysis of expenditures, forecast expenditures, prepare and submit periodic reports as needed. Compile and maintain all documentation related to the travel and ProCard for weekly and monthly reconciliation. Resolve discrepancies associated with credit cards. Respond to all internal and external audit inquiries.Essential 5-10Process expense reports in conjunction with the UAF travel auditor to correct any discrepancies or deficiencies and ensure reports processed are compliant.


Knowledge, Skills, Abilities:


• Ability to work with a high level of productivity and accuracy.

• Strong written and verbal communication skills.

• Ability to work effectively in a team environment with all levels of professionals and frequent distractions.

• Ability to handle confidential and sensitive information with discretion.

• Excellent organizational and time management skills.

• Ability to establish priorities independently to coordinate multiple assignments with fluctuating and time-sensitive deadlines.

• Proficiency with software including: Concur, Banner, Google Suite, Word, Excel and Windows.

• Demonstrated experience with and/or commitment to working effectively with individuals with diverse backgrounds, in support of an inclusive and welcoming environment.

• Positive customer first attitude.

• Knowledge of common travel industry policies and procedures.

• Serves as an expert resource for travel.

• Process travel Requests and Expense reports using travel and expense management software.

• Have a broad understanding of airline fare rules and regulations.

• Prepare and process journal vouchers, purchase requisitions, employee reimbursements and mileage reimbursements.


Typical Experience:


• Related travel industry experience

• Experience working with Banner Information System and Concur

• Experience processing and reporting on travel and finance related transactions

• Experience interpreting policy and regulations


Required Education or Training:

Two years of demonstrated travel industry experience OR two years of general office administration experience. Associate's Degree preferred. Equivalent combination of relevant education and/or experience may be considered.


Salary Information:


This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and New hires will be placed on the, Grade 77, based on education and experience.


Special Instructions to Applicants:


Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.


The review process for applications will be begin on October 28, 2022. In order to ensure consideration, please apply no later than 11:55 PM Thursday, October 27, 2022.


*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction. Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.




Effective immediately, all new UAF hires, whose job function or work location results in the employee being subject to the UAF vaccine requirements guided by the Federal Contractor Employee vaccine mandate*, must be fully vaccinated with an FDA- or WHO- authorized or approved COVID-19 vaccine or have obtained a university-approved disability/medical or religious exemption no later than six weeks from the new hire's start date.


*Employees based on UAF's Troth Yeddha' (Fairbanks) campus, regardless of university affiliation and remote work status; Employees based in UAF research units outside Fairbanks (including Seward Marine Center, Kodiak Seafood and Marine Science Center, HAARP, Poker Flat, Lena Point, and Toolik Field Station); and Employees, regardless of their work location, paid by or directly working on impacted UAF federal contract.


Please contact the Talent Acquisition team, with any questions or concerns.


The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.


UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual:


The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.


Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.


If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.


Applications Close: Open until filled


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Fairbanks, AK

17 day(s) ago

Closing Date 2022-12-22