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Assistant Director, Travel and Expense Management

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Job no:

555759

Work type:

Management (MPP)

Location:

Chancellor's Office

Categories:

MPP, Administrative, At-Will, Full Time

Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of

Assistant Director, Travel and Expense Management. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

THIS RECRUITMENT IS OPEN TO CURRENT CSU EMPLOYEES ONLY.

THIS POSITION MAY BE LOCATED AT A CSU CAMPUS OR THE CHANCELLOR'S OFFICE IN LONG BEACH, CA.

Salary

The anticipated salary hiring range is up to

$130,008per year, commensurate with qualifications and experience.

Premium Benefits

Comprehensive Health, Dental, and Vision Benefits

Generous vacation plan

15 paid holidays a year

Tuition waiver education program (also applies to eligible family members)

Membership in the California Public Employees Retirement System (PERS)

More details here:Comprehensive Benefits Package

Classification

Administrator II

Position Information

The California State University, Office of the Chancellor, is seeking an

Assistant Director, Travel and Expense Managementto be responsible for managing the strategy and operations related to travel, expense reimbursement, and card programs. This position serves as the subject matter expert for the systemwide Travel Management system and related applications, while championing and driving the entire travel and expense process to support the success of universities systemwide and its customers. Key responsibilities include process optimization, customer service for travelers and in support of operational expenses, policy compliance and communication, analytics and reporting, vendor relationship management, technical system administration, and ensuring expense and purchasing card audit and compliance.

This position is approved for a hybrid work schedule, with two days of telecommuting and three days working onsite (in-person) at the designated reporting campus.

Responsibilities

Under the general direction of the

Director, Finance and Budget Administration, the

Assistant Director, Travel and Expense Managementwill perform duties as outlined below:

Travel and Expense (TandE) Program Oversight (30%):

-Manage purchase and corporate card request process.

-Support university Request and Expense Report needs.

-Monitor expense reconciliation processes for out-of-pocket and card expenses and manage user submission deadline compliance.

-Conduct compliance programming and ensure recoupment of unallowable expenses and communicate observations that may identify ways to mitigate unnecessary program costs.

-Process dispute resolution and policy exception remediation.

-Seek input from key partners to improve internal controls and governance for all TandE workflows.

-Negotiate with travel suppliers to secure leading traveler benefits and discount programs.

-Address questions about processes, tools and functionality and fulfill user ticket requests.

-Support management of third-party vendor relationships (travel management companies, corporate car providers, expense platforms) to ensure contractual compliance and service performance.

Concur System Administration and Technology Management (30%):

-Serve as subject matter expert for Concur Travel Management system and related applications.

-Modify Concur system configuration (Travel, Request, Expense) as needed partnering with key stakeholders.

-Ensure data integrity, best practices for data administration, and alignment with ERP (CFS/CFS Data Warehouse.

-Seek continuous improvement of security practices and data administration best practices.

-Develop solutions to meet university needs and troubleshoot system issues that arise.

-Develop, deliver, and ensure maintenance of technical and functional travel training and user documentation to university leads.

-Actively participate in travel management meetings, identify and recommend improvements to enhance efficiency and compliance monitoring.

-Provide leadership for university travel leads on system functionality and best practices.

-Identify and drive delivery of data reporting for management, universities and audit.

-Plan, enhance, and deliver travel-related resources and tools for systemwide usage.

-Monitor current and emerging technology enhancements including product releases, updates, and patch fixes.

-Lead functional testing and validation of system changes and enhancements.

Stakeholder Engagement and Strategic Development (30%):

-Engage with and facilitate cross-functional working groups to improve program compliance and alignment with organizational business needs and evolving initiatives.

-Identify and participate in efforts related to policy updates, system enhancements, and continuous improvement of TandE program.

-Design and deliver communication and training programs to foster understanding, adoption, and compliance.

-Develop or refine TandE strategies that partner with key operational partners to identify ways to reduce non-value-added activities, balance governance, improve operational efficiency and cost management, and improve user experience.

Team Leadership and Performance Management (10%):

-Directly supervise and monitor performance of all TandE team members, overseeing workload planning and resource allocation to support operations and scalability needs.

-Coordinate team training and development initiatives.

-Establish clear roles, responsibilities, and expectations aligned with organizational priorities.

-Establish measurable goals and monitor outcomes for team members.

-Provide timely feedback and conduct written performance assessments.

-Develop ap