Travel Administrator

Travel Administrator Caltech Job Category:

Fulltime Regular Exempt Overtime Eligible:

Overtime Eligible Benefits Eligible:

Benefit Based Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community. Job Summary The Travel Administrator supports the day-to-day operations for the Travel Department, provides travel procurement assistance, purchases travel-related expenditures on behalf of campus and Caltech guests, and analyzes and audits travel expense reports for accuracy and compliance. Will serve as the administrator for the Institute's corporate travel spend program, working with our travel fulfillment partner to drive efficiency in corporate travel spend. The Travel Administrator is also responsible for vendor relationships with travel agents, car rental companies, airline partners, hotels, etc. As a member of the Procurement Services Team, the Travel Administrator assists in establishing and maintaining strong, collaborative relationships with Caltech's faculty, staff and students and identifies additional ways to be of service to ensure positive supplier relations. Essential Job Duties Accounting Audit reports according to generally accepted accounting practices, send back reports with missing information, ensure key fields are entered correctly; handle special payments/checks for employee reimbursements, refund and sponsor reimbursement deposits. Ensure expense reports are in compliance with appropriate guidelines and requirements based on Caltech Travel Policy, IRS (GAAP) guidelines and specific exceptions as determined by divisions/departments. Review of accounting and expenditures on expense reports. Manage analyze and reconcile the personal charge and sponsor refund clearing account. Manage and reconcile the cash advance clearing account which includes managing monies due back to the Institute. Review, evaluate and resolve a wide variety of complex and unique problems related to travel payment processing. Provide validation of transactions, contact departments for clarification/correction, and provide proper audit trail of activity. Perform monthly P-Card reconciliation and assist with other travel-related reconciliations, including supplier accounts. Perform accounting entries to adjust expenditure types and to refund deposits due to Caltech. Manage the 30+ day past due aging reports. System Administrator Assist with monthly enhancements. Assist with travel audit rules and travel related messaging in Concur. Perform in dual systems, Oracle and Concur. Find opportunities to improve processes and assist in defining requirements for technical support. Documenting relevant information to support conclusions and results based on appropriate analyses and evaluations. Stay abreast of changes in federal rates for mileage and per diems. Customer Service Develop and maintain proactive customer service and support on a regular basis to internal and external customers. Respond to customer inquiries; provide feedback and solutions to a variety of customers on various levels, while maintaining confidentiality and professionalism. Assist departments with travel arrangements or travel-related expenses by using Caltech P-Card. Corporate Travel Management Promote use of contracted suppliers and monitor pricing to ensure contract compliance. Continue to develop enhancements/efficiencies for our current travel booking, expense management, and corporate card processes. Training Help with training materials and conduct travel training classes. Stay abreast of travel trends; use knowledge to make recommendations to customers and to improve departmental operations. Create and manage travel training schedule on website and Oracle Learn. Maintain SharePoint with current training material. Facilitate streamlined workshop training for divisions/departments. Other duties as assigned. Basic Qualifications A bachelor's degree OR 4 years of accounting/travel-accounting experience with demonstrated understanding of accounting concepts is required. Familiarity with the Fly America Act. Strong understanding of travel systems and tools, including Concur Booking, Concur Travel and Expense. Ability to draft professional emails, memos, and reports, and to communicate clearly with internal stakeholders and small groups. Ability to interpret contracts and other supporting documentation. Ability to independently resolve moderately complex travel-accounting issues. Working knowledge of accounting concepts such as debits, credits, accruals, refunds, payment terms and discounts. The selected candidate must pass a pre-employment background investigation to be hired for this position. Preferred Qualifications Ability to analyze and resolve complex problems. Skilled in organizing work and setting priorities. Ability to reconcile supplier accounts. Ability to process invoices from images. Windows experience including Word, Excel, PowerPoint and Outlook email software. Ability to fit in with a large team environment. A courteous, professional demeanor and excellent customer service skills. Telecommuting Payment Services offers a telecommuting option; however, this position may require increased on-site presence for special events and regular meetings with travel vendors. In accordance with Caltech's Telecommuting Guidelines, the employee is responsible for maintaining a designated home office and for any costs related to its initial setup or remodeling. Will report to the office as necessary and provide in-office coverage as required Equipment needs for telecommuting are determined on a case-by-case basis Experience with Zoom and similar video/web conferencing software required Required Documents Resume. To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. Copyright 2025 Jobelephant.com Inc. All rights reserved. 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