Title: University Travel Coordinator

State Role Title: Admin and Office Spec III

Hiring Range: Up to $55,100.00. Commensurate with education and experience

Pay Band: 3

Agency: Virginia State University

Location: Virginia State University

Agency Website: vsu.edu

Recruitment Type: State Employee Only - E

Job Duties

 " Greater Happens Here"

Virginia State University's Office of Procurement Services is seeking a customer-focused and detail-oriented University Travel Program Coordinator to administer and coordinate the University's travel program. This position serves as the University's subject matter expert for travel policies and procedures and is responsible for reviewing and approving travel requests, providing guidance to faculty and staff, coordinating travel arrangements, and ensuring compliance with Commonwealth of Virginia and University regulations. The position also supports procurement operations by serving as the backup administrator for the Small Purchase Charge Card (SPCC) and Individual Liability Travel Card (ILTC) programs, assisting with procurement processes. The University Travel Program Coordinator works collaboratively with departments across campus to provide exceptional customer service while promoting efficient, compliant, and cost effective travel and procurement operations.

Duties & Responsibilities:
Virginia State University Office of Procurement Services is seeking an experienced professional to oversee daily travel operations and provide exceptional customer service to the campus community. The University Travel Program Coordinator will perform the following key duties:

• Administer the University’s travel program and provide guidance to faculty and staff on travel policies,
procedures, allowable expenses, and required documentation.
• Review and approve travel authorizations and reimbursement requests in Chrome River to ensure accuracy,
available funding, and compliance with University and Commonwealth requirements.
• Assist travelers with airline, lodging, rental vehicle, rail, and other travel arrangements while promoting cost effective and appropriate travel options.
• Serve as the University’s Chrome River subject matter expert by providing training, troubleshooting system
issues, and developing step-by-step guidance for campus users.
• Serve as the Agency Air Travel Card Holder and complete required monthly reconciliations in accordance with established procedures.
• Work with Accounts Payable, Budget, Finance, and University departments to resolve travel reimbursement
issues and improve travel-related processes.
• Maintain travel policies, procedures, forms, training materials, and announcements on the Office of
Procurement Services SharePoint site.
• Provide backup support for the University’s Small Purchase Charge Card and Individual Liability Travel Card
programs, including cardholder assistance, training, compliance monitoring, and audit support.
• Provide procurement support by assisting with eVA purchase requisitions, vendor maintenance information, Banner encumbrance adjustments, and related financial documentation.
• Monitor and support the University’s Small, Women-owned, and Minority-owned business spending and
reporting activities through the Commonwealth’s supplier diversity system.
• Provide responsive customer service and communicate travel, procurement, and charge card updates clearly to the campus community

Minimum Qualifications

The successful candidate should possess experience in travel administration, procurement, accounting, finance, business administration, or a related field.

Strong organizational, analytical, and customer service skills are required, along with the ability to interpret policies, manage multiple priorities, and communicate effectively with a diverse campus community.

Experience using Microsoft Office applications is required,

Knowledge of Commonwealth of Virginia travel and procurement policies is highly desirable. The selected candidate must successfully complete required Commonwealth and University training and obtain required certifications, including the Virginia Contracting Associate (VCA) certification, as required for the position.

Additional Considerations

Experience with Chrome River, Banner Finance, eVA, or other enterprise financial systems is preferred.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Special Instructions to Applicants:

Virginia State University is committed to providing equal employment opportunities for all persons and applicants, without regard to age, color, disability, gender, national origin, political affiliation, genetic information, race, religion, sexual orientation, sex (including pregnancy) or veteran status. VSU encourages and invites minorities, women, individuals with disabilities, and veterans to apply.

AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

HOW TO APPLY:

Virginia State University only accepts applications for this position through the on-line state Recruitment Management System (PageUp). Faxed, e-mailed, and mailed applications and/or attachments will not be accepted. The application must be detailed and fully completed. All employment and periods of unemployment (if applicable) must be listed within the application; either on an attached resume, or manually listed in the “Relevant Work History” section. Each application is reviewed for documentation that shows the applicant meets the minimum and preferred qualifications stated in the job announcement. The decision to interview an applicant is based on the information provided on the application, therefore, it is essential to fully complete each section of the application and provide descriptive information. Submitting an incomplete state application, or a state application lacking in detail, may result in your non-selection. This website will provide a confirmation of receipt when the application is submitted for consideration.

Applications will be accepted until the position is filled. Interested persons must attach a cover letter and a current resume/c.v to the online application. Official transcripts will be required at the time of employment.
The selected candidate will be subject to an extensive and complete background check, which may include fingerprinting. The candidate may be required to complete a Statement of Economic Interest as a condition of employment, if applicable.

Employment-based visa sponsorship at Virginia State University (VSU) is not guaranteed and will be evaluated carefully on a case-by-case basis. Federal law does not require employers to provide immigration sponsorship, and VSU is not obligated to offer it. Employment at VSU does not permit an individual to work in the United States unless the appropriate employment authorization has been obtained and verified in accordance with federal immigration compliance requirements.

Commonwealth’s Alternative Hiring Process:

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx , or call DARS at 800-552-5019.

Contact Information

Name: Boatemaa Nyarko-Brentuo

Phone: 804-524-5083

Email: bnyarko-brentuo@vsu.edu

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.