Attention: All employees of the Presidents Office must be fully vaccinated against COVID-19 or obtain an approved exemption on medical or religious grounds. Individuals with approved exemptions must wear face coverings in public indoor settings and submit proof of a negative COVID-19 test on a weekly basis.

Travel and Expense Manager

Apply now Job no: 514317
Position type: Staff Full Time
Campus: UMass President's Office
Campus Location: South St Shrewsbury
Department: Unified Procurement Serv Team
Categories: Business & Financial Services, UPST
Advertised: Eastern Daylight Time
Applications close:

Position Summary:

The Travel Expense Manager manages the programs responsible for administering and monitoring travel policies and guidelines to deliver efficient travel arrangements and is responsible for directing and managing the Travel program staff to deliver service across the University System at the highest level to clients that focuses on quality, productivity and cost in an environment that fosters employee engagement, supports continuous improvement, manages risks, and ensures compliance with all policies and regulations.  

This position administers all aspects of the university Travel Program in accordance with Commonwealth of Massachusetts, and University of Massachusetts rules and regulations and has overall responsibility for the management and success of the Travel Program.

Essential Functions:

  • Manage the day to day operation of the Travel Program including training, database management, policy interpretation, website management and planning needs.
  • Establish and maintain an effective audit program to monitor for duplicate payments of travel expenses and ensure compliance to University policy.
  • Coordination with Commercial Card Program Manager to provide consistent user support for campus shared card programs.
  • Day-to-day management of professional and support staff.
  • Manage Travel Agency relationships, travel and expense platform; which includes online booking tool, duty of care, registration and contracts.
  • Reviews the activity of the Travel Program to ensure that established controls are working effectively; recommends new controls when necessary.  Recommends updates to the Travel Program training materials, procedural manuals and related documentation to meet the needs of the campus participants.
  • Provides training and technical support for individuals and groups that utilize the Travel Program.
  • Provide usage reports to senior management as needed.
  • Approve weekly support staff payroll.
  • Establish and maintain an effective post audit program to monitor for compliance with rules and regulations.  Procedures include transaction monitoring, cardholder activity compliance audits and review of submitted reimbursement requests.
  • Help plan continual rollout of enhancements and new opportunities for increased customer service for the Travel program.
  • Ensure optimum service to all internal and external partners in response to all requests for service and information.

Other Functions/Responsibilities:

  • Perform other duties as required.

Minimum Qualifications:

  • Bachelor’s degree or equivalent work experience
  • 5 – 7 years of professional experience directly related to Travel Program administration
  • 3 years of successful management experience of professional-level staff
  • Excellent written and oral communication and listening skills

Preferred Qualifications:

  • MBA
  • Professional experience in a higher education institution
  • Travel & Expense software experience
  • Experience working in a shared services environment
  • PeopleSoft experience

Working Conditions:

  • Typical office environment
  • Must be able to travel occasionally to all UMass campuses and the Boston central office

Additional information:

Salary commensurate with experience up to $95,000.

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The University of Massachusetts is an Equal Opportunity/Affirmative Action, Title IX employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, ancestry, age over 40, protected veteran status, disability, sexual orientation, gender identity/expression, marital status, or other protected class.