Specialist, Athletic Travel

Title: Specialist, Athletic Travel

Department: Procurement Services

Number of Positions: 1

Classification: 3 On Campus

Position Summary: The overall purpose of this job is to provide travel support services and financial reporting for college athletics including cash management of debit cards for athletes and coaches. This employee will also process college staff, student, and visitor travel including verification of approvals, amounts, and preparing related payments.

Essential Functions:

60% Assist Athletic Director and coaches with business office operations including team travel.

• Coordinate with coaches to plan and reserve transportation and lodging for team travel to athletic events. Submit vehicle requests, research and book lodging and fund per diem amounts to debit cards.
• Coordinate and assist with purchase requisitions, request for payments, petty cash reimbursement requests, travel authorizations, travel claims, and other financial documents.
• Develop and maintain reports of expenditures and monitor budget availability.
• Other duties as assigned.

10% Responsible for the debit card program for athletes and coaches.

• Obtain list of coaches, assistant coaches, and athletes.
• Order debit cards through banking system.
• Use banking system to load funds to individual debit cards for traveling individuals prior to departure of each trip.
• Coordinate and resolve all issues concerning debit card performance.
• Reconcile, record and report debit card transactions.
• Prepare requests to replenish funds used for the debit card program.

5% Audit all purchasing card transactions for the athletic department.

• Review receipts to ensure eligibility of expense and verify proper detail.
• Ensure account codes are accurate and submit for upload to accounting system.

25% Process travel expenditures for college staff, students, and visitors.

• Verify accuracy of information on approved travel requests to include appropriate approvals, accounting codes, and validity of travel modes and rates and correct errors.
• Work with travel vendor to process airline fares, registrations and fees, hotel payments and other incidental prepayments.
• Verify accuracy of travel claims. Ensure proper receipts and verify all prepayments prior to reimbursement.
• Answer questions from faculty and staff concerning travel laws regulations.

Note: The College reserves the right to change or reassign job duties, or combine positions at any time.

Job Requirements:

• Associates degree in business field is required or two years of office related experience.

Part-time work experience is calculated at 50% credit of full-time work experience.

Special Skills/Application of Knowledge:

Knowledge of travel policies, NJACC expenditure restrictions, on-line computer systems, and a working knowledge of spreadsheet and word processing software, and financial institution regulations concerning debit card transactions. Able to engage in the college's mission and values.

Physical Demands:

Long periods of sitting in front of a computer monitor. Must be able to lift up to 30 pound storage boxes.

This employee must be able to read and interpret laws, policies, and procedures. This employee will communicate by phone, email, and in person with college faculty/staff and external parties of various types.

Hazards: Carpal tunnel, neck and shoulder strain, eye strain

Full-time Employment Benefits:

• Insurance Options: Health, Dental, Vision, Life, Short/Long-term Disability, FSA/HSA
• Wellness Incentive Program, if enrolled in health plan
• Educational Assistance: Fee Waiver, Spouse/Dependent discounts, Audit/Non-Credit, Reimbursement Program
• Employee Assistance Program
• Retirement Options: Tennessee traditional pension plan option (TCRS), 401k with $100 company match, 457, 403b
• Employee Discount program with over 900+ companies
• 14 Paid Holidays/Year Includes paid days off the last week of December
• Sick Leave Bank
• Longevity Pay
• Many opportunities for professional development

Special Instructions to Applicants: To be considered for a position at Pellissippi State, you must create an on-line application. Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Work experience that is not listed on the application will not be considered towards compensation. Please note: attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience. Please note: to scan, upload, or attach documents, a computer and scanner are available at the Hardin Valley Campus Educational Resources Center, if needed.

If you have any problems or questions please contact Human Resources at Pellissippi State Community College's Human Resource Office at 865-694-6607 or by email at recruiting@pstcc.edu.

If you are interested in this position, click on Apply located below or Apply Now in the upper right-hand corner.

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