Regional Travel and Expense Manager

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The Universities of Wisconsin are a premier system of public higher education. We educate approximately 162,000 students each year and employ about 35,000 faculty and staff statewide. With 13 universities across the state, the Universities of Wisconsin are a tremendous academic, cultural, and economic resource for Wisconsin, the nation, and the world.

The Universities of Wisconsin Administration assists in establishing policies, planning the programmatic financial and physical development of the Universities. UWSA supports the Universities in delivering transformative educational outcomes and research that expands the boundaries of knowledge. We work to extend the value of our universities beyond the boundaries of the campuses, seeking to enhance the quality of life for all in Wisconsin and beyond, in fulfillment of the Wisconsin Idea.

The Division of Finance and Administration is responsible for the conduct of all financial affairs and the overall efficiency and effectiveness of the University of Wisconsin System institutions. The Vice President serves as the chief financial officer to the Board of Regents, President, System Chancellors, and their staff in matters of financial policy and planning and is responsible for providing assurance of the fiscal integrity of the UW System. The major financial functions include UW System financial planning, financial control, administrative and Board of Regents’ policy review, trust funds investing, and financial and non-financial data reporting. The division also advises the Board of Regents, the President of the UW System, and UW universities in formulating, interpreting, and implementing policies related to sound business operations, oversight, and strategic planning. It provides leadership for systemwide projects to ensure highly functioning services consistent with best practices.

POSITION SUMMARY
Under general supervision of the Director of Travel Management Services for UW System Administration, this position will serve as the Regional Travel and Expense Manager for various UW System campuses. The associated responsibilities include consultation, communication and training on travel reservations and use of contracts, travel policies, procedures, expense reimbursement, and payment options to ensure compliance with University requirements. Supporting the customer and expeditiously resolving issues while balancing the policy and procedural compliance is essential to the success of the UW System’s managed travel program.

MAJOR RESPONSIBILITIES

  • Communicate, consult, and advise staff and students on travel program reservation options, use of contracted suppliers and rates, UW System travel policies, procedures and campus specific requirements which cover the procurement to payment of UW sponsored travel.
  • Provide support, guidance, and training on Travel Expense Reimbursement system.
  • Work closely with regional Controller’s Office staff at each campus to address questions, hear about concerns/issues and to learn about any internal processes or requirements that impact the travel program.
  • Consult and advise individual travelers or departmental staff on best business practices, opportunities for process improvement or cost effectiveness.
  • Partner with campus Risk Managers to promote the travel program’s duty of care objectives including identification of travelers in high-risk areas, outreach, and support of those traveling within high-risk areas and administering technologies that support the health and welfare of the University traveler.
  • Stay abreast of campus changes to internal policies and procedures that impact the travel, credit card and/or expense programs or that differ/ conflict with Universities of Wisconsin policies or program objectives
  • Assist in the development of training materials and conduct trainings for all facets of the managed travel and travel reimbursement program.
  • Partner and support positive relationships with the University’s portfolio of contracted suppliers for air, car, and hotel including the University’s travel management companies (TMC) agent services and the self-booking tools.
  • Collaborate with University’s dedicated TMC account managers on services offered, reporting, communication, training, as well as customer service issues and complain resolution.
  • Work with air carrier, hotel, and vehicle rental account managers to resolve complaints and issues.
  • Administer Concur for regional campuses including designating travel arranger or travel coordinator roles, password resets, profile updates and testing of rates and contracts.
  • Regional travel data collection, analysis, reporting and tracking.
  • Review monthly reporting and manage the use of unused tickets.
  • Attend regularly scheduled internal meetings or travel related teleconferences.
  • Collaborate with staff responsible for card programs and expense reimbursement to ensure comprehensive and seamless payments.
  • Keeping apprised of travel industry events, technologies, future directions and participate in proactive planning for industry changes.
  • Support campuses with expense system transition, scheduled for July 2025
  • Become one of the main leads to support campuses with new Expense system (Workday) transition, scheduled for July 2025
  • Help with Workday Expenses trainings, materials, and help employees with Workday Expenses questions.

Back up support for other team members.

MINIMUM QUALIFICATIONS

  • Ability to develop and maintain superior customer relations.
  • Ability work well with others as part of team
  • Ability to travel up to 20%, mostly within the state of Wisconsin, with occasional overnight travel. Ability to multi-task and work under aggressive timelines
  • Ability to work independently.
  • Positive “can do” attitude.
  • Intermediate Microsoft Excel skills

PREFERRED QUALIFICATIONS

  • Bachelor’s degree (strongly preferred)
  • Experience working in higher education.
  • Travel Industry knowledge.
  • Knowledge of expense report systems
  • Ability to research and resolve service issues with travel agencies, airlines, and other travel service suppliers.
  • Experience training and explaining travel policy.
  • Ability to produce travel report and analytics.

COMMITMENT TO INCLUSIVE EXCELLENCE
Inclusive Excellence is a source of strength, creativity, and innovation for Universities of Wisconsin. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the Universities of Wisconsin community.  We commit ourselves to the pursuit of excellence in teaching and learning, research, scholarship, creative activity, community service, and diversity as inextricably linked goals.

Universities of Wisconsin fulfills its public mission by creating a welcoming and inclusive community for people from every background – people who serve the State of Wisconsin and the public good.

 CONDITIONS OF EMPLOYMENT
Universities of Wisconsin is required to conduct a criminal background and sexual harassment check for the selected finalist prior to employment.

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e., a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of employer sponsorship) on or before the effective date of appointment.

WORK LOCATION
The office location is 780 Regent Street, Madison, WI 53715, or ability to work remotely within the state of WI.  All telecommuting agreements are subject to change at any time.

 COMPENSATION AND BENEFITS
The Regional Travel and Expense Manager (official title: Administrative Manager, job code: AD005) is a full-time, salaried, exempt, academic staff, fixed term-terminal appointment expected for two years. Well-qualified candidates can expect a starting annual salary within a range of $65,000 – $75,000 commensurate with the candidate’s education, related experience, and qualifications.

Universities of Wisconsin employees receive an excellent benefits package. To learn more about the benefits package, review the Faculty, Academic Staff & Limited Appointees. Please see this link for total compensation information: UW System Health & Retirement Contributions Estimator.

 APPLICATION INSTRUCTIONS
To ensure full consideration, please submit the required application materials as soon as possible. Applicant screening will begin immediately and be ongoing through Sunday, September 29, 2024. However, applications may be accepted until the position has been filled.

Go to the UWSA Applicant Portal to submit your materials online and select the appropriate applicant portal, either External Applicants or Internal Applicants and click on the position title that you want to apply for.

To receive full consideration, submit the required materials online and provide:

  • Resume (PDF Format).
  • Cover letter addressing your experience and education as it applies to all minimum and preferred qualifications (PDF Format).

 Submit your application.

 

SPECIAL NOTES:
If you need to request an accommodation because of a disability, you can find information about how to make a request by contacting angie.koppen@wisconsin.edu.

The Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).

 Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, or status as a protected veteran, and other bases as defined by federal regulations and UW System policies.  We promote excellent through diversity and encourage all qualified individuals to apply.

Questions may be addressed at: angie.koppen@wisconsin.edu.