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Form of workDEPARTMENT: College of Agriculture Community and the Sciences and Land Grant Program
REPORTS TO: Purchasing Director
EFFECTIVE DATE: Position will Remain Open until Filled
EMPLOYMENT STATUS: Full-time
EMPLOYMENT CLASSIFICATION: Non-Exempt
Internal Candidates are Encouraged to Apply
SCOPE OF RESPONSIBILITY:
Travel Coordinator of Land Grant Program supports the faculty, staff, and student travel needs includes: making travel arrangements, booking hotel rooms and flights, processing travel requests and vouchers. Additional duties include: processing forms, performing data entry, and establishing and maintaining records.
ESSENTIAL JOB FUNCTIONS:
- Makes travel arrangements and assists on travel documents, and assigns vehicles to travelers
- Provides guidance, training and customer service to KSU employees regarding individual and group travel in alignment with KSU travel policy and procedures
- Researches and compares available travel and hotel accommodations to identify the best available option for individual and/or group travel if assistance is requested.
- Reviews individual and group travel requests for completeness, funding source and alignment to travel policy and procedures.
- When travel arrangements are within approved travel and budget limits, makes all arrangements and reservations as requested working with vendor partners such as AAA, hotel and car rental agencies to secure travel needs.
- Monitors and facilitates the use of company air travel credit cards, frequent flyer programs and other applicable rewards and loyalty programs.
- Reconciliation of travel reimbursements against approved travel requests, ensuring that payments are made in a timely manner.
- Design, communicate and drive continuous improvement of the travel request and reimbursement system and operations.
- Creates and processes requisitions, travel arrangements, budget transfers, travel vouchers, and check requests for staff, faculty, guests, and students
- Daily interactions with KSU students, staff, and faculty
- Creates and distributes correspondence, reports, and other documents
- Performs data entry and maintains files, database, and record retention
- Performs other duties as assigned
OTHER DUTIES: The position will conduct other duties as required.
QUALIFICATIONS:
- High school diploma required; some higher education preferred.
- One (1) year of professional level experience with account reconciliation or compliance.
- Budgetary review experience preferred.
Licensing and Certifications: None.
KNOWLEDGE, SKILLS, and ABILITIES:
- Excellent verbal and written communication skills.
- Strong working knowledge of the travel industry.
- Excellent decision-making skills with the ability to assess multiple options and to identify the best choice to serve a specified travel goal.
- Organizing and coordinating skills.
- Word processing and/or data entry skills.
- Ability to maintain confidentiality of records and information.
- Ability to communicate effectively, both orally and in writing.
- Knowledge of Banner software helpful.
- Records maintenance skills.
- Ability to understand and follow specific instructions and procedures.
- Ability to perform simple accounting procedures.
- Skill in the use of operating basic office equipment.
- This position requires working non-traditional hours at times (evening, weekends, and possible holidays) and will be required to be available for emergency travel needs.
PHYSICAL REQUIREMENTS:
- Prolonged periods sitting at a desk and working on computer.
- Work is normally performed in a typical interior/office work environment.
- No or very limited physical effort required.
- No or very limited exposure to physical risk.
The College of Agriculture, Community, and the Sciences strives for inclusive excellence and is interested in qualified candidates who can contribute to this effort through their research, teaching, and/or Extension programs.
KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer
The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform. The College of Agriculture, Community, and the Sciences strives for inclusive excellence and is interested in qualified candidates who can contribute to this effort through their research, teaching, and/or Extension programs.
