Travel Program Coordinator

Salary: $29.71 - $42.70 per hour, commensurate with experience.

About the role

The Travel Program Coordinator is responsible for the full administration and oversight of the Aviation Department’s travel and employee expense reimbursement program. This position ensures that all department travel is compliant with City and Aviation policies, monitors and audits travel activity, and provides guidance and training to departmental staff. Working collaboratively with the Finance and Budget division, the role ensures the timely processing and approval of travel documentation and employee expense reimbursements and plays a key role in policy development, compliance enforcement, and program improvement.

Responsibilities

• Administer and manage all aspects of the Aviation Department's travel program, including employee expense reimbursements.
• Ensure compliance with City and Aviation travel policies and proactively recommend updates to policies as needed to reflect operational needs and City mandates.
• Approve, monitor, and review all departmental travel activity and purchases, identifying errors, discrepancies, and policy violations.
• Oversee the timely submission and approval of pre-travel authorizations and post-travel expense reports.
• Manage and track employee repayment of funds when applicable.
• Develop and conduct initial and annual training sessions on travel procedures and systems for Aviation Department staff.
• Serve as the primary point of contact for all travel-related inquiries, offering guidance, troubleshooting, and policy interpretation.
• Maintain and manage travel system user profiles, ensure correct GL coding of charges, and provide technical support to staff.
• Order, track, distribute, and destroy T-cards in accordance with City and Aviation policies.
• Collaborate with Finance and Procurement to identify and address T-Card or P-Card violations and administer corrective action or infractions as needed.
• Prepare and analyze travel reports to identify trends, ensure fiscal accountability, and recommend improvements.
• Ensure documentation and electronic records for all travel transactions are complete, accurate, and stored according to retention and audit standards.
• Serve as a department liaison at City-wide Travel Coordinator meetings and remain informed of policy changes and compliance requirements.
• Complete special projects and other duties as assigned; perform directed research.

Requirements

• High school diploma or equivalent and 5 years of relevant experience.
• Associate’s degree and 3 years of relevant experience.
• Bachelor’s degree and 1 year of relevant experience.

Preferred Qualifications

• Associate’s degree in Business Administration, Public Administration, or a related field.
• Three (3) or more years of experience managing administrative, travel, or compliance-driven programs.
• Experience with travel coordination, procurement processes, and financial policy enforcement.

Skills

Knowledge

• Government or public sector financial and travel systems.
• T-Card, procurement, and travel auditing practices.
• Microsoft Office and financial systems such as Workday or similar ERP platforms.

Skill In

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships.
• Providing excellent customer service to internal and external customers.
• Strong organizational and analytical skills with the ability to manage complex and competing priorities.
• Collaboration and teamwork.
• Strong attention to detail.
• Troubleshooting and problem-solving techniques.

Ability To

• Express ideas effectively, both orally and in writing.
• Identify and analyze problems and identify possible solutions in support of established goals.
• Identify and effectively respond to issues, concerns, and needs.
• Work independently as well as a team member with diverse workgroups.

Working Conditions and Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This position is relatively free from unpleasant environmental conditions or hazards and is generally sedentary.
• Incumbents may be required to exert up to 5 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body.
• Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
• Positions in this class typically require grasping, stooping, squatting, kneeling, crouching, reaching, pushing, talking, hearing, seeing, and repetitive motions.
• Physical requirements include maintaining physical condition necessary for sitting, standing, climbing, or walking for extended periods of time; light to moderate lifting and carrying; some crouching, stooping, squatting, crawling, reaching, pushing, and pulling when performing tasks.
• Adequate vision, hearing, and speech required.

Sensory Requirements

• Concentrated and attentive use of one or more senses (visual, audio, and other sensory modalities) for proofreading, data entry, and tabulating data.
• Ability to operate in an environment with frequent interruptions from people and/or noises, which in turn could result in some level of stress, fatigue, or strain.
• Comprehension of written information in work-related documents.
• Ability to hear, understand, and distinguish speech.

Pay

$33.34 - $38.99 per hour, commensurate with experience.

Schedule

This position is hybrid eligible.