Coordinator, Travel Operations and Finance

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Sr Program Asst-Gen (Gr8)

Job Title
Coordinator, Travel Operations and Finance

Department
Finance Operationsjobsincanada.one Athletics and Recreation

Compensation Range
$4,137.00 – $4,456.00 CAD Monthly

Posting End Date
March 30, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

POSITION SUMMARY

The Coordinator, Travel Operations and Finance is responsible for coordinating all student-athlete and department travel arrangements as well as providing some support for the department’s Student Athlete Services unit.  This position works closely with 30+ coaches to plan, coordinate and organize all travel arrangements for student-athletes travelling within Canada, the USA and internationally.

Responsibilities include the coordination and execution of student-athlete and department travel, the facilitation of annual coaches’ travel planning meetings, insurance coordination, all travel reconciliation within Workday, travel related reporting, scholarship and award financial reporting, student athlete services administration support and supporting general unit administration within finance.  The incumbent must consistently demonstrate a high-level of focus on customer service, communication, attention to detail and relationship building skills.

UBC is committed to supporting the best possible environments for working, learning and living where respect, civility, diversity, excellence and inclusion are valued. The Coordinator, Travel Operations and Finance reports to the Director of Finance and takes direction from the Manager, Athlete Services and Compliance on student-athlete services administration.  This role interacts with other departmental, faculty and on campus/off campus stakeholders.

ORGANIZATIONAL STATUS

Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience.  The A&R Department has a team of approximately 125 employees, and is led by a strong cross-unit management team.  It services over 20,000 students through recreational programming, 26 varsity teams, and 13 competitive clubs along with thousands of members of the UBC community.

WORK PERFORMED

TRAVEL COORDINATION

• Responsible for the coordination and booking of travel for all varsity teams and athletes.

• Responsible for the coordination of department travel.

• Coordinates all varsity travel including flights, accommodations and ground transportation.

• Ensures itineraries for team travel are accurate and circulated to head coaches in a timely manner.

• Responsible for organizing and distributing travel advances for team travel to head coaches.

• Ensures that travel advances are reconciled in a timely manner, and advises the finance leadership team of requirements for impending travel advances on a timely basis.

• Responsible for trouble-shooting issues with travel itineraries as they arise and for being pro-active in solving travel issues and rebooking within the department.

• Reviews and renews accident insurance policies for varsity athletes on an annual basis.

• Ensures all teams travelling internationally have adequate insurance prior to travelling as well as other international travel requirements such as visas.

• Working in coordination with the coaches reconciles all travel requisitions, travel expense claims and submission of travel related expenses in Workday.

• Assists with the projection of annual travel budget for all varsity teams and updates the Finance Manager and Finance Director in the department regularly on projected travel spend and timing

• Coordinates and prepares monthly travel reports and ensures accurate tracking of championship travel expenses.

• Reconciles department travel credit card statements and other travel invoices on a monthly basis; ensures all travel related expenses are processed in Workday or accrued for monthly financial reporting deadlines

• Performs a regular review of team travel expenditures including but not limited to ensuring all expenses are reflected in the ledger, expenses are assigned appropriately between league and non-league travel and expenses are assigned correctly to each team.

• Ensures adequate internal controls over travel spend are maintained.

• Ensures vendor accounts with suppliers are maintained in good standing and that invoices or other payments are completed to vendors in a timely manner.

• Provides recruiting travel booking support for coaches.

• Submits championship travel claims for both USPORT and NAIA teams attending national championships.

• Completes required playoff and championship travel reporting to CW/U SPORTS/NAIA.

• Completes athlete confirmation & travel schedule letters (August & January): letters generated for athletes to present to instructors during the 1st week of classes; identifies membership on a varsity team, and potential travel schedule.

• Coordinates on-campus housing or off-campus at host hotel for recruit visits.

• Coordinates early arrival accommodation for student-athletes by liaising with coaches, Conference & Accommodations and Student Housing & Hospitality.

• Preparing reports and special projects as required.

• Performing other related duties as required.

AWARDS AND COMPLIANCE

• Works with the Director of Finance to maintain financial reporting of athletics scholarship and awards. Follows up on any awards reporting issues as required.

• Submits year-end athletic award reports to NAIA, USPORTS, CW and BC government, ensuring timelines are met with accuracy and efficiency. Files Champions of Character report annually as per NAIA rules and regulations.

• Works with the Manager, Athlete Service and Compliance to prepare award recommendation forms and assist with the distribution of athletic scholarship and awards to coaches.

• Prepares Academic All Canadians certificates and submits Academic All Canadians/Scholar Athlete nominations at the end of year.

ATHLETE SERVICES ADMINISTRATION SUPPORT

• Generates and delivers absent from class letters – liaise with profs, advisors, athlete services team, athletes.

• Coordinates and administers the exam invigilation process. Includes receiving athlete requests, liaising with instructors and coaches to confirm details and requirements and preparing exam packages for pickup.

• Manages Big Block sweater, pins and graduating rings program. Includes tracking inventory, ordering and coordinating distribution (February – April)

• Submits names of varsity athletes and preferences from coaches to Housing Department. Ensures efficient and accurate communications to coaches regarding housing allocation.

• Assists with special events such as Academic All Canadian Breakfast, Big Block and hosting National Championships.

CONSEQUENCE OF ERROR

The work and decisions of the Coordinator, Travel Operations and Finance have a direct and critical impact on the reputation and effective operation of the Athletics & Recreation Department.  Poor decisions or judgment will result in damage to the Department and the University’s reputation with students, staff, faculty and the broader community.  Poor communication with faculty members can result in damage to A&R department relationships and loss of exam invigilation privileges for athletes.  Incorrect decisions will affect the University’s ability to effectively communicate with its audience, with a direct negative impact on the student experience, the Thunderbird brand and the department’s business objectives.  Inaccuracy or poor attention to details could directly impact the team’s, athletes and coaches travel itinerary, consequently resulting in missed games/tournaments and/or unable to return home as scheduled.  Failure to ensure that expenditures are properly authorized can have a deleterious effect on the department’s finances and financial processes.  Failure to ensure travel expenses are recorded and reconciled result in incorrect financial information being reported to departmental leadership and the university.

SUPERVISION RECEIVED

This position reports to the Director of Finance, Athletics and Recreation and takes direction from the Manager, Athlete Services and Compliance.  The supervisor gives guidance and direction to the position, but the execution of responsibilities is solely that of the incumbent.  The incumbent is expected to work independently as well as, part of the finance and student athlete services teams in a collaborative and professional environment.

SUPERVISION GIVEN

This position does not provide any supervision to other staff.

MINIMUM QUALIFICATIONS

High School graduation and two years post-secondary education and 4 years related experience or the equivalent combination of education and experience.

• Ability to exercise initiative, tact, sound judgement and diplomacy.

• Effective interpersonal skills with the ability to deal with a diversity of people in a calm, courteous, and effective manner.

• Strong customer service skills.

• Excellent oral, written and communication skills.

• Excellent organizational skills, including the ability to take initiative, prioritize work, multi-task, schedule and meet deadlines with a high level of accuracy and attention to details.

• Excellent time management skills, with the ability to prioritize and work effectively under pressure to meet deadlines.

• Ability to analyze problems, identify key information and issues, troubleshoot and effectively resolve.

• Ability to work effectively independently and meet deadlines and requirements without ongoing direction.

• Strong interpersonal skills to work effectively in a team environment with a positive attitude to the job.

• Strong professional judgement and decision-making skills, and a proven ability to maintain confidentiality, tact and discretion.

• Demonstrated skills and competencies in planning, organization, administration, interpersonal and customer service skills.

• Strong computer skills is essential including working knowledge of Microsoft Office Suite (Excel, Word and Outlook) at an advanced level.

• Ability to gather, record, and organize data and financial information.

• Ability to identify and correct missing or incomplete information.

• Ability to interpret and apply policies, procedures, and instructions.

• Flexible approach to work; this role may be required to work outside traditional office hours during important yearly events.

Additional Assets

• Experience in a post-secondary and/or sport organization environment; UBC experience an additional asset.

• Knowledge and/or background in intercollegiate sport systems.

• Experience with Workday an additional asset.

• Experience booking and managing complex, high volume travel itineraries.