Assistant Director of Travel Management

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Job Description:

The Assistant Director of Travel Management provides strategic leadership for the universitys travel operations ensuring compliance with federal state and university policies while promoting efficiency service quality and cost effectiveness. This role oversees the travel program including policy development compliance monitoring system enhancements reporting and vendor partnerships and serves as the universitys subject matter expert on travel-related financial processes.

The position also manages the universitys travel card programs including the Airline Travel Card Individual Liability Travel Card and Voyager fuel card ensuring compliance with Commonwealth of Virginia regulations through training guidance and ongoing monitoring.

Additionally the Assistant Director leads initiatives to improve travel management and customer service supports seamless integration between financial and travel systems and serves as the primary liaison with internal partners state agencies and travel vendors to maintain a strong and compliant travel program.

Required Qualifications

• Bachelors degree in Accounting Finance Business Administration or a related field or an equivalent combination of education and experience.
• Significant experience in travel management accounts payable or financial administration with progressively increasing responsibility.
• Strong knowledge of federal and state travel regulations financial controls and audit processes.
• Experience working with enterprise financial systems with proficiency in data analysis and reporting.
• Demonstrated experience in leadership project management and policy development.
• Excellent communication negotiation and interpersonal skills with the ability to collaborate effectively across diverse stakeholders.
• Experience managing and administering corporate travel card programs and ensuring regulatory compliance.

Preferred Qualifications

• Experience in higher education financial operations or state government travel management.
• Previous supervisory or managerial experience.
• Familiarity with Commonwealth of Virginia travel policies and procedures.
• Experience with ERP financial modules and travel and expense management systems including Workday Expense.

Job Duties

15% Performance Management

• Establishes clear performance expectations that are well communicated and aligned with departmental and organizational goals and objectives.
• Provides frequent constructive feedback to staff including interim evaluations when appropriate.
• Ensures employees possess the necessary knowledge skills and abilities to successfully achieve assigned goals.
• Completes all requirements of the performance planning and evaluation system accurately and by established deadlines with proper documentation.
• Addresses and documents performance issues in a timely and consistent manner.
• Supervises one full-time and one part-time Travel Account Specialist.

40% Institutional Travel Oversight & Policy Management

• Provides strategic leadership and oversight of the universitys travel program to ensure alignment with institutional goals financial policies and regulatory requirements.
• Develops implements and continuously improves travel policies procedures and programs to enhance efficiency compliance and service to faculty staff and students.
• Leads policy development and ensures compliance with federal state and university regulations; provides guidance and training to travelers and administrators.
• Serves as the primary university representative for travel-related matters collaborating with state agencies financial institutions and industry partners.
• Manages travel service providers including RFP negotiations vendor performance service levels and cost controls.
• Oversees administration of the Commonwealth of Virginia travel card programs (ATC Individual Liability and Voyager) including issuance compliance reconciliations invoice payments and annual training.
• Overseas and manages cash advance reconciliations and initiating payroll deductions.
• Delivers training on travel policies financial responsibilities and fraud prevention.
• Continuously evaluates and refines travel operations to reduce costs and improve the overall traveler experience.

25% Financial & System Oversight

• Oversees the integration and optimization of travel management systems including Workday Expense to ensure accurate financial reporting and efficient transaction processing.
• Serves as the primary Expense Configurator and system manager for Workday Expense.
• Leads system testing upgrades and enhancements in partnership with IT and financial operations teams.
• Develops data-driven reports and insights to support financial decision-making and operational improvements.
• Manages travel reimbursement processes to ensure timely accurate payments to faculty staff and students.

20% Customer Service & Training

• Leads campus-wide training initiatives on travel policies procedures and system usage to ensure compliance and ease of use for faculty staff and students.
• Develops and maintains training materials including manuals quick reference guides job aids and online resources to support user understanding and policy adherence.
• Conducts regular office hours to provide direct support answer questions and assist travelers and administrators with travel-related processes.
• Utilizes the universitys Team Dynamix system to manage track and respond to travel-related service tickers in a timely and effective manner.
• Provides expert-level support and resolution for complex travel-related inquiries and transactions.
• Promotes a strong customer service culture ensuring timely effective and professional handling of travel-related issues.

Additional Job Description:

• Performs work requiring analysis of data and application of applicable professional principles and standards.
• Applies knowledge of accounting functions or principles general business practices collection procedures and/or applicable computer systems.
• Requires knowledge of state and federal laws rules and regulations.
• Demonstrated ability to research investigate analyze reconcile and evaluate data.
• Interacts frequently with internal and external customers using both verbal and written communication skills to discuss financial processes or issues.

Annual Salary:

Up to $64000 commensurate with experience.

For full consideration apply by the review date. Position is open until filled.

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EEO is the Law. Applicants can learn more about William & Marys status as an equal opportunity employer by viewing the Know Your Rights poster published by the U.S. Equal Employment Opportunity Commission. https:// Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks a criminal history record check and when appropriate a financial (credit) report or driving history check.

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisors ability to manage remote workers. Departments and/or Human Resources may amend alter change delete or modify eligibility.