Utah State University

Athletics Travel Coordinator

City Logan Campus
Posted Date 3 months ago(3/6/2024 6:57 PM)
Requisition ID
2024-7601
# of Openings
1
Job Locations
US-UT-Logan
Category (Portal Searching)
Athletics
Position Type
Benefited Full-Time
Job Classification
Non-Exempt
Percent of Time or Hours per Week
100%
College
Business Services
Department
Bus Svs-Athletics
Advertised Salary
Commensurate with experience, plus excellent benefits
Telework Eligible
No

Overview

The Department of Athletics Travel Coordinator (Business Assistant III) will arrange all travel for employees, recruits, candidates, and the athletic teams. This position will analyze travel to ensure strategic budget management while adhering to the Athletic Department, University, and NCAA policies.

 

Attributes of flexibility, creativity, self-discipline, strong organizational skills, problem solving and action-oriented are essential for this role, as the position offers a significant amount of direct responsibility with accountability.

 

This position will also act as a liaison with other units of the Department of Intercollegiate Athletics at Utah State University, as well as with the Cache Valley and Utah State University communities.  This position is an in-office position with standard office hours.

Responsibilities

Travel:

  • Make reservations for flights, accommodations and other travel-related services, ensuring seamless coordination and customer service.
  • Researches and compares available flight and hotel accommodations to identify the best available option and price.
  • Must have the ability to interpret and apply policies and procedures.
  • Processes travel authorization and reimbursements for travel expenses.
  • Meet with administration and coaches to understand their travel preferences and needs.
  • P-card review for all travel related transactions ensuring coding correctly while observing University and Athletics policies.
  • Assist with managing all travel budgets, offering cost-saving suggestions without compromising the travel experience.
  • The Travel Coordinator will need to be available after hours to help with travel emergencies or complications.

Equipment Management:

  • Annual equipment audit of all noncapital equipment.
  • Maintaining and tracking of all noncapital equipment in AssetView.
  • Tagging all new equipment and documenting in AssetView.
  • Submitting disposal information of all retired assets.

Oversee Courtesy Car Program:

  • Work with local car dealers on contracts.
  • Ensure monthly logs are recorded for taxing purposes.
  • Coordinate any repairs as needed.
  • Coordinate with Risk Management car to ensure appropriate cars and drivers are registered.
  • Maintain monthly/yearly car and driver records.

Office Duties:

  • Ordering office supplies.
  • Managing office resources such as copiers.
  • Backup for staffing the department's physical office to provide office coverage.
  • Additional duties as assigned.

Qualifications

Minimum Qualifications:

  • Bachelor’s degree plus two years of related work experience; or six years related work experience; or an equivalent combination of education and experience.
  • Must be available to take after hours calls at night/weekends for emergencies. 

Preferred Qualifications:

  • Working knowledge of USU’s Banner, ServiceNow, and Argos systems.
  • Working knowledge of USU’s policies and procedures pertaining to:
  • Purchasing
  • Travel
  • Graduate Assistantships

Knowledge, Skills, and Abilities:

  • Must be able to work and communicate with a diverse group.
  • Knowledge of finance, accounting, and budgeting.
  • Skilled in problem solving and critical thinking skills.
  • Ability to operate Microsoft Office software and use/develop Excel formulas correctly and independently.
  • Maintain record-keeping systems and procedures.
  • Develop professional materials with proper grammar and punctuation.
  • Thrives in a fast-paced work environment while providing high quality customer service to a diverse population.
  • Effectively prioritize multiple tasks and deadlines.
  • Ability to work both independently with little or no supervision, as well as collaboratively and dynamically in team-based settings.
  • Capability to deal discreetly with highly confidential and sensitive information showing good judgement and decision-making skills.

Required Documents

Along with the online application, please attach:

1. Resume

2. Contact information for three (3) professional references

 

**Document size may not exceed 10 MB.**

Advertised Salary

Commensurate with experience, plus excellent benefits

ADA

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes.  The employee is regularly required to sit and often uses repetitive hand motions.

University Highlights

Founded in 1888, Utah State University is Utah’s premier land-grant, public service university, with a strong commitment to excellence, access, and inclusion, empowering people to lead successful lives of involvement, innovation, and impact. Utah State provides high-quality education to 27,500-plus students locations throughout the state, including at three residential campuses, eight statewide campuses, and 23 education centers. USU Online educates students from all 50 states and 55 countries. For over 25 years, USU Extension has served and engaged Utahns in all of Utah’s counties. As an R1 research institution, Utah State is dedicated to advancing knowledge through research and scholarly activities, providing a high-quality undergraduate and graduate education at an affordable price.

 

Utah State is committed to cultivating a community of inclusive excellence where all perspectives, values, cultures, and identities are acknowledged, welcomed, and valued. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. Learn more about USU. 

 

The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at (435) 797-0122 or hr@usu.edu. 

 

About the Region

U.S. News and World Report ranked Utah first for its strong economy, fiscal stability, education, and health care. Outstanding outdoor recreational opportunities abound throughout the state, including five national parks, 43 state parks and recreation areas, and 15 alpine ski resorts. The home of USU’s main campus, Logan, is a city of 54,000-plus people in a picturesque mountain valley 80 miles north of Salt Lake City. The Logan metro area claimed the top spot in the Milken Institute’s 2022 ranking for best-performing small cities in the nation. 

 

*updated 04/2024

Notice of Non-discrimination

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

 

Executive Director of the Office of Equity Matthew Pinner, discrimination@usu.edu, Distance Education Rm. 401, 435-797-1266

Title IX Coordinator Cody Carmichael, titleix@usu.edu, Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, UT 84322

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

*updated 09/2023

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