Travel & Entertainment Contracts Analyst

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for headings: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We need to decide which sections to include based on posting. We have: - Pay: salary range given: $81,600 to $98,150/year (budgeted) and full range $81,600 to $147,800/year. So we have pay info. Should we include Pay section? Yes, we have specific numbers. - Schedule: Working Days and Hours: M-F 8am - 5pm. That's schedule. So include Schedule. - Benefits: Benefits Eligibility: Full Benefits. Also mention Benefits Of Belonging paragraph. So we have benefits info. Include Benefits. - About the role: Could use Brief Summary Of Job Duties as about the role. Also Department Marketing Statement maybe. We'll create About the role section with summary. - Responsibilities: Job Functions And Percentages Of Time with bullet points. That's responsibilities. - Requirements: Required Qualifications list. - Qualifications: Preferred Qualifications list. - Skills: Could be derived from required qualifications? But we might not need separate Skills if content overlaps. However we need to decide: The instruction says prefer a few substantive sections over many thin ones. We could combine Required and Preferred into Requirements and Qualifications sections. Skills maybe not needed if not explicitly listed. There's no explicit Skills section besides those in qualifications. Could omit Skills. - Pay: include. - Schedule: include. - Benefits: include. We must not repeat job title as heading. No Job ID etc. We must remove boilerplate: cookie/navigation/legal/EEO etc. Also remove Special Instructions (application instructions), Department Marketing Statement? Actually that is substantive? It's more marketing but could be part of About the role. We'll include it in About the role. We must preserve all substantive information; not invent or summarize away detail. So we need to keep details like percentages, bullet points, etc. We need to format using

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  for prose. We need to ensure we don't create empty sections. Let's extract content. About the role: Could combine Brief Summary Of Job Duties and Department Marketing Statement. Also maybe "In support of the UCSB Mission..." That's marketing statement. We'll put both as prose paragraphs. Responsibilities: Job Functions And Percentages Of Time includes percentages and bullet points. We'll create a

  • for each bullet. Also include the percentages maybe as part of each bullet? The text includes percentages before each section: 55% Contract Negotiation and Review - then bullet list. 30% Compliance for Covered Services - bullet list. 10% Customer Service and Special Projects - bullet list. 5% Duties as Assigned - bullet list. We'll preserve percentages as part of the heading or preceding text. Could embed as

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        Responsibilities

        55% Contract Negotiation and Review

        • ...
        ...

        30% Compliance for Covered Services

        ...

        10% Customer Service and Special Projects

        ...

        5% Duties as Assigned

        ...
        But we need to ensure we don't duplicate content. We'll copy bullet points exactly as given. Let's extract bullet points for each section. From text: 55% Contract Negotiation and Review - Responsible for negotiating, reviewing, analyzing, and executing all travel and entertainment related agreements, including but not limited to hotel room blocks, event coordination, facility use agreements, hotel rates, catering and restaurants, banquet event (BEOs), travel agencies, and film permits. -Develops new and improves existing agreement templates. -Serves as a trusted strategic partner with University business and academic units to provide practical advice on agreements. -Analyzes agreements in an objective manner, derives logical conclusions to provide a sound basis for establishment of terms, and resolves conflicts to make timely and high-quality decisions. -Ensures agreements meet applicable standards and comply with relevant laws and UC policies, particularly with regard to travel and entertainment policies and rates. -Reviews all agreements for financial terms, usage restrictions, cancellation rights, liability, and indemnification requirements. -Identifies potential adverse implications in agreements, and recommends ways to reduce exposure to the University. -Consults with Risk Management, Policy Office, Procurement, or other UC campuses as needed. -Identifies problematic contract provisions, evaluates risk benefit, and formulates alternatives to effect resolution. -Interprets the varying objectives and needs of the University, University personnel, and outside parties to provide dynamic customer service. -Works with suppliers, customers, colleagues, and representatives of industry or government on the negotiation of agreements for mutual resolution. -Keeps accurate record keeping and tracks all contracts signed in compliance with UC quality protocols and record retention requirements to ensure transactions and decisions are documented from origination through completion. -Provides functional advice, training, and/or guidance to campus departments. -Creates and maintains a website for information related to Travel & Entertainment contracts, Covered Services, and submission/request instructions. -Demonstrates sound decision making and judgement in execution of duties. -Negotiates, processes, executes, and issues agreements as authorized by the Materiel Manager’s delegation of authority. -Performs and maintains all required documentation for contract-based procurement transactions in a manner that reflects a thorough knowledge of established policies and procedures. -Ensures compliance with Federal regulations, State law, and University policy. -Maintains functional responsibility to the Materiel Manager for the purposes of the delegation. -Attends meetings and training as required by the Materiel Manager. Note: The bullet list includes a leading dash after the first sentence? Actually first sentence ends with a period then a dash line? The formatting: "55% Contract Negotiation and Review - Responsible for negotiating, reviewing, analyzing, and executing all travel and entertainment related agreements, including but not limited to hotel room blocks, event coordination, facility use agreements, hotel rates, catering and restaurants, banquet event (BEOs), travel agencies, and film permits. -Develops new and improves existing agreement templates." So the first bullet includes the sentence after the dash? Actually it's "55% Contract Negotiation and Review - Responsible for negotiating..." then a line break and "-Develops new..." So the first bullet is the sentence after the dash? We'll treat the first bullet as "Responsible for negotiating, reviewing, analyzing, and executing all travel and entertainment related agreements, including but not limited to hotel room blocks, event coordination, facility use agreements, hotel rates, catering and restaurants, banquet event (BEOs), travel agencies, and film permits." Then subsequent bullets start with "Develops new..." etc. We'll capture all bullets after the initial sentence. Similarly for 30% Compliance for Covered Services: 30% Compliance for Covered Services - Manages travel and entertainment processes related to compliance with Regents Policy 5402, Article 5 of the collective bargaining agreements between the University and AFSCME (and any subsequent iterations thereof), policies pursuant to California Senate Bills 820 and 27 (and any subsequent bills related), and other related systemwide policies and requirements regarding limitations on contracting out for covered services (“Contracting for Covered Services”). -Proactively works with partners in Employee & Labor Relations (ELR) and Procurement to ensure campus compliance, issue reporting to UCOP, and provide responsive documents for RFI's. -Leads, prepares and edits training materials for regular campus trainings on Travel & Entertainment contracts and Contracting Out for catering. -Regularly communicates with campus customers, reducing risk to the University by ensuring departmental compliance with the UC Contracting Out for Covered Services policy. -Reviews all catering invoices for compliance with Wage and Benefit parity rates and ensures timely submission of supplier employee hours in AgileOne, UC’s Covered Services tracking system. -Keeps informed on changing legislation and arbitration developments affecting related operations of the University. -Recommends changes to affected procedures and assists with implementation. -Liaises on behalf of the University as a Subject Matter Expert for Contracting Out for Covered Services. -Works with catering vendors to ensure compliance and remediate wage payment discrepancies. -Ensures efficient business process and workflow tools. -Develops and maintains advanced spreadsheets to support analysis. -Ensures that the appropriate internal controls are addressed, maintained, and strengthened to protect University resources. Similarly 10% Customer Service and Special Projects: 10% Customer Service and Special Projects - Manages a contract and helpdesk intake system such as ServiceNow, answers incoming tickets and self-manages assignments. -Responds to public records requests for signed contracts. -Completes work as assigned in support of ELR, Procurement, and Budget & Planning initiatives. Participates in departmental and campus-wide committees, task forces, and work-groups. -Performs reporting for Business & Financial Services and ELR as needed. -Participates in professional development and training. -May train staff as appropriate, and helps to create an effective team environment. 5% Duties as Assigned: 5% Duties as Assigned - As time permits, may perform other duties as assigned. Now Required Qualifications: Required Qualifications Required Bachelor's degree in related area and / or equivalent experience / training Bachelor's Degree 4-6 years At least 5 years of experience working within higher education or government operations is required. 4-6 years Proven expertise in drafting, analyzing, and negotiating complex travel, entertainment, lodging, and facility use agreements to minimize institutional liability. 4-6 years Strong working knowledge of labor compliance, collective bargaining agreements, and policies regarding contracting out for covered services (such as UC Regents Policy 5402 or similar state/institutional mandates). 4-6 years Demonstrated ability to review financial terms, audit vendor invoices for wage and benefit parity, and manage advanced spreadsheets for compliance reporting. 4-6 years Proficiency in managing digital contract intake queues (such as ServiceNow) and centralized compliance tracking databases (such as AgileOne). 4-6 years Excellent interpersonal and communication skills with a track record of partnering effectively with Risk Management, Legal Counsel, and Labor Relations departments. Note there are repeated "4-6 years" lines. We'll keep each line as a bullet? The instruction: Use
        • for any list of duties/requirements/benefits. So we can treat each line as a list item. However some lines are just "Bachelor's Degree 4-6 years" etc. We'll keep them. Preferred Qualifications: Preferred Qualifications 4-6 years Direct, hands-on experience navigating University of California (UC) systemwide business policies, procurement protocols, and record retention requirements. 4-6 years Experience designing, editing, and delivering training materials and compliance workshops for diverse campus departments and external vendors. 4-6 years Familiarity with processing and managing formal public records requests for executed contracts and related documentation. 4-6 years Experience creating and maintaining informational websites or internal resource portals to provide guidance on submission and contract instructions. Now Benefits: We have Benefits Eligibility: Full Benefits. Also Benefits Of Belonging paragraph: "Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards.