Travel Services Coordinator

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POSITION SUMMARY

The Travel Services Coordinator supports the day-to-day operations of the university's travel programs, assisting faculty, staff, and student travelers while ensuring alignment with university policy and compliance standards. Working collaboratively with Academic Affairs, Finance, and auxiliary services, this role provides hands-on support across departments with guidance from leadership.

KEY DUTIES AND RESPONSIBILITIES

Policy & Compliance

• Assist with developing and maintaining travel policies in accordance with university guidelines, IRS regulations, and federal/state compliance mandates.
• Assist with reconciliation and review of travel expense reports to ensure policy adherence and proper documentation.
• Perform credit card reconciliation and expense validation, maintaining documentation per audit and compliance standards. Program & Vendor Management
• Support administration of the university's travel program (airfare, lodging, ground transportation) via AmTrav and approved platforms, coordinating with vendors and TMCs under senior staff direction.
• Collaborate with Academic Affairs to facilitate faculty travel for residency programs, ensuring timely bookings and proper approvals.
• Assist with vendor relationships and motor pool travel budget tracking, including data entry and monthly reporting. Traveler Support, Training & Technology
• Provide responsive support to university travelers throughout the pre-travel, in-travel, and post-travel experience.
• Support traveler onboarding and develop self-service resources to promote policy understanding and compliance.
• Support operational readiness for emergency response protocols affecting university travel. Cross-Functional Collaboration
• Collaborate with Accounts Payable, Finance, Human Resources, and other departments to support cross-functional travel needs.
• Support budget and cost allocation tracking for faculty professional development travel with the Office of Finance & Budget.
• Serve as backup to the Fleet Services Manager, assisting with vehicle scheduling and maintenance coordination.
• Perform additional duties as assigned by leadership in support of the university's mission.

QUALIFICATIONS

Education & Experience

• Familiarity with travel management platforms (e.g., AmTrav, Concur) a plus.
• Bachelor's degree preferred, but not required
• Up to 1 year in travel, customer service, or administrative support is a plus. On-the-job training provided. Knowledge, Skills & Abilities
• Basic familiarity with travel industry practices a plus; willingness to learn required.
• Proficiency in Microsoft Office Suite, including Excel, Word, and PowerPoint.
• Excellent organizational, analytical, and problem-solving skills with strong attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong interpersonal and communication skills; ability to work effectively with diverse stakeholders.
• Sound judgment and ability to maintain confidentiality with sensitive financial and personnel information.

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Cumberlands is different by design. Our employees exemplify our motto in the pursuit of a "life-more-abundant." Located in the heart of Appalachia, University of the Cumberlands (UC) is an institution of regional distinction that offers undergraduate degrees in more than 40 major fields of study, along with several pre-professional, graduate and doctoral programs. With a total enrollment of more than 20,000 students, UC is one of the largest and fastest growing private universities in Kentucky and is devoted to preparing students for the future through hands-on, experiential learning and research. The University of the Cumberlands does not illegally discriminate on the basis of race, color, national or ethnic origin, sex, disability, age, religion, genetic information, veteran status, because a person is a smoker or nonsmoker, or any other basis on which the University is prohibited from discrimination under local, state, or federal law, in its employment or in the provision of its services, including but not limited to its programs and activities, admissions, educational policies, scholarship and loan programs, and athletic and other University -administered programs. In order to fulfill its purpose, the University may legally discriminate on the basis of religion in employment, and the University has sought and been granted exemption from certain regulations promulgated under Title IX of the Education Amendments of 1972 which conflict with the University's religious tenets.