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Coordinator, Travel Operations and Finance
4 months ago
Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)
Job Title
Coordinator, Travel Operations and Finance
Department
Finance Operations| Athletics and Recreation
Compensation Range
$4,137.00 - $4,456.00 CAD Monthly
Posting End Date
March 30, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
The Coordinator, Travel Operations and Finance is responsible for coordinating all student-athlete and department travel arrangements as well as providing some support for the department’s Student Athlete Services unit. This position works closely with 30+ coaches to plan, coordinate and organize all travel arrangements for student-athletes travelling within Canada, the USA and internationally.
Responsibilities include the coordination and execution of student-athlete and department travel, the facilitation of annual coaches’ travel planning meetings, insurance coordination, all travel reconciliation within Workday, travel related reporting, scholarship and award financial reporting, student athlete services administration support and supporting general unit administration within finance. The incumbent must consistently demonstrate a high-level of focus on customer service, communication, attention to detail and relationship building skills.
UBC is committed to supporting the best possible environments for working, learning and living where respect, civility, diversity, excellence and inclusion are valued. The Coordinator, Travel Operations and Finance reports to the Director of Finance and takes direction from the Manager, Athlete Services and Compliance on student-athlete services administration. This role interacts with other departmental, faculty and on campus/off campus stakeholders.
ORGANIZATIONAL STATUS
Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience. The A&R Department has a team of approximately 125 employees, and is led by a strong cross-unit management team. It services over 20,000 students through recreational programming, 26 varsity teams, and 13 competitive clubs along with thousands of members of the UBC community.
WORK PERFORMED
TRAVEL COORDINATION- Responsible for the coordination and booking of travel for all varsity teams and athletes.- Responsible for the coordination of department travel.- Coordinates all varsity travel including flights, accommodations and ground transportation.- Ensures itineraries for team travel are accurate and circulated to head coaches in a timely manner.- Responsible for organizing and distributing travel advances for team travel to head coaches.- Ensures that travel advances are reconciled in a timely manner, and advises the finance leadership team of requirements for impending travel advances on a timely basis.- Responsible for trouble-shooting issues with travel itineraries as they arise and for being pro-active in solving travel issues and rebooking within the department.- Reviews and renews accident insurance policies for varsity athletes on an annual basis.- Ensures all teams travelling internationally have adequate insurance prior to travelling as well as other international travel requirements such as visas.- Working in coordination with the coaches reconciles all travel requisitions, travel expense claims and submission of travel related expenses in Workday.- Assists with the projection of annual travel budget for all varsity teams and updates the Finance Manager and Finance Director in the department regularly on projected travel spend and timing- Coordinates and prepares monthly travel reports and ensures accurate tracking of championship travel expenses.- Reconciles department travel credit card statements and other travel invoices on a monthly basis; ensures all travel related expenses are processed in Workday or accrued for monthly financial reporting deadlines- Performs a regular review of team travel expenditures including but not limited to ensuring all expenses are reflected in the ledger, expenses are assigned appropriately between league and non-league travel and expenses are assigned correctly to each team.- Ensures adequate internal controls over travel spend are maintained.- Ensures vendor accounts with suppliers are maintained in good standing and that invoices or other payments are completed to vendors in a timely manner.- Provides recruiting travel booking support for coaches.- Submits championship travel claims for both USPORT and NAIA teams attending national championships.- Completes required playoff and championship travel reporting to CW/U SPORTS/NAIA.- Completes athlete confirmation & travel schedule letters (August & January): letters generated for athletes to present to instructors during the 1st week of classes; identifies membership on a varsity team, and potential travel schedule.- Coordinates on-campus hous
