Reimbursement and Travel Services Coordinator

Position:	Reimbursement and Travel Services Coordinator
Date:	03/01
Position Code:	2508
EEO Code:	224

Job Summary
Reporting to the Procurement Manager, is responsible for contributing to and continually improving an efficient and cost-effective process designed to assist Institution staff in their procurement of goods and travel related services in compliance with Institution policies and government regulations. As a contributing member of the Procurement Team, is committed to the common purpose, performance goals and approach for which team members hold themselves mutually accountable. Unprecedented situations are typically handled directly through exercising independent judgment and discretion; unusual issues and complex negotiations are discussed with and/or referred to senior colleagues for counsel and/or action. Some travel may be required.

Major Duties

Supervises the Reimbursement and Travel Services Team responsible for overseeing the Corporate/On-line Purchasing Card Program and all travel related reimbursements.
Maintains partnership between external vendors by negotiating contracts with appropriate sources of travel and credit card services for the Institution.
Interacts with members of the WHOI community to create an atmosphere of partnership and mutual respect.
Assists in the development and dissemination of policies and procedures.
Measures effectiveness of operations, including customer satisfaction, and proposed methods for continuous improvement through internal and external periodic feedback.
Anticipates institution needs and requirements by keep abreast of the travel and credit card trends and developments.
Demonstrates commitment to customer service working as part of the team to support both science and administration.
Works closely with colleagues in support of team cross-training to assist in peak load times, during office absences and as a general resource for all users of these services.
Performs other duties as assigned.

Desired Education/Experience for Hiring
College degree preferred with several years experience in travel management along with one year management experience. Demonstrates ability to work effectively and build relationships with department managers, customers and outside resources. Strong interpersonal, communication, and organizational skills essential along with demonstrated personal initiative and willingness to learn and share the learning.

Last updated: February 25, 2013

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