Travel and Expense Manager

Travel and Expense Manager

Apply now Job no: 502442
Work type: Full-Time
Location: University City - Philadelphia, PA
Categories: Finance and Administration, Drexel University

Job Summary

Reporting to the Director of Travel and Purchasing Card, the Travel and Purchasing Card Analyst is responsible for managing the review and processing of Travel Expense Reimbursement Reports (TERR) and Travel Advances from University Professional Staff and Faculty. This position will also be responsible for analyzing Travel Expense and Purchasing Card activity.  In addition, the Travel and Purchasing Card Analyst is responsible for the review and facilitation of off-campus event related requisitions and purchase orders.

Essential Functions

• Analyzes and audits purchasing card transactions throughout each billing cycle to identify audit exceptions i.e., circumvention, inappropriate procurement activities, charge for taxes, etc. 
• Analyzes purchasing activity to ensure transactions are made according to policy and procedures, local and federal laws, and applicable regulations. Enforces any necessary consequence to violations.
• Works in concert with Director of Travel and Purchasing Card in processing event requisitions through eProcurement system including various off-campus events. 
• Reviews, analyzes and approves event related requisitions to ensure compliance with individual signature authority and all University policies, procedures and guidelines.
• Manages Travel Expense Request Reports (TERR) and Advances, ensuring compliance with standard procedures and requirements, enforcing consequence as necessary.
• Maintains log of advances and daily reconciliation reporting in concert with Accounts Payable.
• Develops and deploys a consistent travel training program comprised of travel policy in coordination with our local hotel/event program, travel expense processes and best practices.
• Markets available training opportunities to employees and provide necessary information.
• Utilizes available technology and best practices related to the preparation and delivery of training modules.
• Manages the partnership and collaborates with the Travel Management Company, providing maintenance of the travel portal’s features and best practices of the Procurement Travel Program.
• Manages Philadelphia Local Hotel/Event program.
• Maintains a record of transient rates, hotel commissions and master contracts.
• Establishes a performance monitoring system, to ensure standards and service levels maintained for contracted suppliers.
• Provides excellent customer service to internal and external customers, community and suppliers.
• Competently addresses inquiries from professional staff and faculty regarding policies, processes and systems submitted through the travel mailbox and acting as back-up support of purchasing card mailbox, as needed.
• In concert with the Director of Travel and Purchasing Card, manages Supplier Expos for Procurement Services in organizing, marketing with strategic procurement initiatives and preparing for various events.
• Maintains budget for events across all campuses.
• System testing and ad hoc reporting and analysis on spending, as well as for audit purposes.
• Other duties as assigned.

Required Qualifications

• Bachelor’s degree or Equivalent
• 2-3 years of relevant experience
• Exhibits strong customer service and professional communication skills, both verbal and written.
• Demonstrates analytical experience with the knowledge of financial and accounting concepts.

Preferred Qualifications

• Office work experience in higher education.
• Proficiency with Microsoft Suite.
• Understanding of Purchasing and Accounts Payable policies and systems in higher education.

Physical Requirements

• Typically sitting at a desk/table

Location

• University City – Philadelphia, PA

Additional Information

This position is classified as Exempt, grade I. Compensation for this grade ranges from $41,120 to $61,680 per year. Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate’s qualifications and experience, department budget, and an internal equity review. 

We encourage you to explore Drexel's Professional Staff salary structure and Compensation Guidelines & Policies for more details on our compensation framework.

You can also find valuable information about our benefits in the Benefits Brochure .

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

Review of applicants will begin once a suitable candidate pool is identified.

Advertised: Jan 22 2024 Eastern Standard Time
Applications close: Feb 24 2024 Eastern Standard Time

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