Job added in hotlist
Applied job
Contract job
90-day-old-job
part-time-job
Recruiter job
Employer job
Expanded search
Apply online not available
Similar Jobs
View more jobs in Santa Barbara, CA
View more jobs in California
View Similar Jobs

Job Details

Travel Coordinator

Location
Santa Barbara, CA

Apply for this job






Profile

As the main travel reimbursement contact for visitors to NCEAS, handles all aspects of reimbursement of travel expenses for visitors including ensuring correct visa's are in place for foreign visitors receiving reimbursement for travel expenses. Must have a clear and in depth knowledge of UCSB reimbursement policies and procedures along with clear knowledge of requirements of the many government, foundation and other agencies who fund various projects at NCEAS.
Works with Financial Analyst to ensure expenses are posted in a timely and accurate manner to the financial system. Acts as back up to Financial Analyst for payroll.
Minimum Requirements
Excellent computer skills, including experience with databases, spreadsheets, word processing. Excellent interpersonal and customer services skills. Demonstrated ability to independently prioritize and complete tasks with frequent interruptions. Keen attention to detail. Ability to maintain integrity and sensitivity in confidential matters. Willingness to work collaboratively in a team environment.
Desirable Requirements
Experience with TEV system, GUS financial system, PPS system. Knowledge of UC policies and procedures preferred. Experience overseeing proposal submissions process including organizing, reviewing, verifying completeness and adherence to proposal requirements.
Special Conditions of Employment
A little help? Go to Driver's License Requirements or Background Check Guidelines
Satisfactory completion of a fingerprint background check
Other Special Conditions of Employment
Other Recruitment Notes
Optional Applicant Documents
Other Document (1)
Other Document (2)
Other Document (3)
Required Applicant Documents
Resume
Cover Letter
Job Description
FLSA Exemption Status
A little help? Go to Exempt vs. Non-Exempt Employees
Non-exempt
CBU (Collective Bargaining Unit)
CX - Clerical Unit (Teamsters)
ERC (Employee Relations Code)
E
Grade Type
Other
Grade Type
Grade Type
Grade Type
Grade Type
Grade
None
End Date for Other Appointment Type (e.g., Contract or 18-month Career)
Provision Number
Type of Supervision Received
A little help? Go to Degree of Supervision
General supervision
Knowledge, Skills and Abilities
Physical Requirements
Continuously=Activity occurs > 66%
Frequently=Activity occurs 33% to 66%
Occasionally=Activity occurs
Not Applicable=Activity does not exist
Stand
OCCAS.
Walk
FREQ.
Sit
FREQ.
Bend
OCCAS.
Crouch/Squat
OCCAS.
Kneel/Crawl
N/A
Climb
N/A
Reach above shoulder level
N/A
Use keyboard/mouse
FREQ.
Hand Activities:
Fine dexterity
FREQ.
Hand Activities:
Hand twisting
OCCAS.
Hand Activities:
Simple grasping
OCCAS.
Hand Activities:
Power grasping
N/A
Other (please specify activity)
Frequency of Other Activity
N/A
Lifting Activities:
Light lifting (
OCCAS.
Lifting Activities:
Moderate lifting (20-50 lbs)
N/A
Lifting Activities:
Heavy lifting (>50 lbs)
N/A
Push/Pull Activities:
Light pushing/pulling (
OCCAS.
Push/Pull Activities:
Moderate pushing/pulling (20-50 lbs of force)
N/A
Push/Pull Activities:
Heavy pushing/pulling (>50 lbs of force)
N/A
Mental Requirements
Read/Comprehend
CONTIN.
Write
FREQ.
Perform Calculations
CONTIN.
Communicate Orally
CONTIN.
Reason and Analyze
CONTIN.
Other (please specify activity)
Frequency of Other Activity
N/A
Environmental Requirements
Is exposed to excessive noise
N/A
Is around moving machinery
N/A
Is exposed to marked changes in temperature and/or humidity
N/A
Is exposed to dust
N/A
Is exposed to fumes
N/A
Is exposed to gases
N/A
Is exposed to radiation
N/A
Is exposed to microwave
N/A
Drives motorized equipment
N/A
Works in confined quarters
N/A
Other (please specify activity)
Frequency of Other Activity
N/A
Job Duties
Total Percentage of Duties:
100
4
Records
Order of
Imp
Essen
Duty
Freq.
Function
Duties
1
Yes
40
Daily
Travel Reimbursement
As Travel Coordinator ensures that all visa and travel documentation is accurate, collected and copied for all foreign visitors before departure. This necessitates knowledge of visa requirements to make sure foreign travelers are reimbursed in a timely manner. Customizes NCEAS travel worksheet and packet for each working group event and emails to each participant individually. Accurately and completely prepares travel advances for NCEAS staff and residents. Prepares, reviews and submits travel expense vouchers for all working group participants attending both onsite and offsite meetings, including but not limited to those for SNAPP and LTER, in a timely and accurate fashion following established UC, NSF and other various funders policies. Requires frequent correspondence with event participants and/or their home institution and administrative staff. Assists staff with resolving questions on NSF and other funding agencies' travel policies, and ensures that expenses are reimbursed in accordance with policies. Handles all reimbursement for NCEAS residents, who travel frequently for research both domestically and internationally, according to UCSB reimbursement policies and procedures.
2
Yes
30
Daily
Financial
Works closely with the Financial Analyst to ensure that billing from the Centers travel agent is accurate and correct along with direct billing from local hotels for Working Groups.
Accurately and with attention to detail, enters all TEV's into Center's financial system. Works with Financial Analyst to identify and correct any errors when general ledger is reconciled.
Is responsible for all bi-weekly payroll including setting up new employees in PPS, GUS and KRONOS maintaining accurate updates in all three systems, reviews and secures any needed signatures or changes on KRONOS for all BW employees and gives final approval/release for payroll run. Acts as back-up for monthly PPS/KRONOS input in the event financial analyst is not available.
Works with Business Officer and IT staff to develop and maintain forms used for reimbursement and correspondence with working group participants.
3
Yes
20
Quarterly
RFP Process
Working with the Contracts & Grants Analyst, helps coordinate and oversee the proposal submissions process, reviewing proposals for completeness and adherence to NCEAS requirements. Organizes meetings, including keeping detailed records of all related materials for meetings and receptions. Oversees and assesses input of all proposal submission data for appropriateness and accuracy, and provides updates and reports to Director, various program managers and Business Officer as needed. Working closely with the program managers, coordinates the proposal review process. This responsibility requires a thorough knowledge of a wide range of issues ranging from identifying scientific expertise, to identifying and resolving conflict of interest issues for reviewers. Coordinates meetings and is the central contact person for proposal committee members on all issues relating to travel logistics. Discretely and professionally handles sensitive information. Organizes high volumes of information to facilitate the complex scientific work and assessments conducted by proposal committee members by uploading proposals, curriculum vitae, and conflicts of interests onto the proposal committee website. Collects reports for each proposal, which are then translated into award letters. Establishes secure remote electronic access to relevant reports and documentation. Produces ad hoc reports as needed during meetings.
4
Yes
10
Weekly
Other Administrative Support
Works with admin student assistant to maintain and update name plates and bios for residents and NCEAS visitors and with Communication Interns on the posted directories both printed and online
Responsible for checking office keys out to residents and visitors and maintaining key log.
Acts as Center photographer for all NCEAS staff, faculty and associates for use on the website and coordinates with Communication Interns in adding and removing from both printed and online directories.
Coordinate monthly office potluck lunch.
Acts as departmental safety person including AED maintenance and reporting
Maintains an up to date desk manual.
Other duties as assigned.

Company info

Sign Up Now - TravelingCrossing.com

I was facing the seven-year itch at my previous workplace. Thanks to EmploymentCrossing, I'm committed to a fantastic sales job in downtown Manhattan.
Joseph L - New York, NY
  • All we do is research jobs.
  • Our team of researchers, programmers, and analysts find you jobs from over 1,000 career pages and other sources
  • Our members get more interviews and jobs than people who use "public job boards"
Shoot for the moon. Even if you miss it, you will land among the stars.
TravelingCrossing - #1 Job Aggregation and Private Job-Opening Research Service — The Most Quality Jobs Anywhere
TravelingCrossing is the first job consolidation service in the employment industry to seek to include every job that exists in the world.
Copyright © 2018 TravelingCrossing - All rights reserved. 168