Travel Back Office Coordinator

BLANK AST 2 (004723)

UCPath Position ID: 40087461

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

601879

Approved Date:

7/8/2026 2:07:14 PM

Date Last Edited:

7/8/2026 2:07:07 PM

Last Action Effective Date:

4/18/2019

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6400O

Organization:

VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Division Code:

6440D

Division:

BUSINESS & FINANCE SOLUTIONS           

Department:

358500 - TRAVEL CENTER

Position Details

UCPath Position Number:

40087461

Position Description ID

164730

UC Payroll Title:

BLANK AST 2 (004723)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40060351

Reports to Payroll Title:

FINANCIAL SVC MGR 1

UCPath Department Head Position Number:

40043890

Department Head Payroll Title:

TAX CMPLNC MGR 3

CLOSE SUPERVISION - Indicates that the incumbent is assigned duties according to specific procedures. Work is checked frequently, and in addition there may be formal training.

POSITION SUMMARY

The Travel Back Office Administrator handles specialized financial operations, commission tracking, and accounting compliance for corporate and university travel. This role manages vendor payments, reconciles Airline Reporting Corporation (ARC) settlements, processes corporate direct bills, and generates critical accounting reports. The ideal candidate is a dedicated team player and self-motivated professional who can quickly master complex systems, resolve agent ticketing errors, collaborate with external vendors, assist in special departmental projects, and maintain open communication with leadership by proactively seeking supervisor counsel on complex or sensitive issues.

Back Office Support Functions

 • ARC & GDS Operations:

    ◦ Download daily data interfaces from Galileo GDS to Trams Back Office (TBO).

    ◦ Audit and process exchanges and refunds across Galileo, IAR, and Trams.

    ◦ Perform weekly ARC Reconciliation and post airline-processed transactions.

    ◦ Identify, isolate, and troubleshoot system errors caught during financial runs or interface downloads.

 • Deadline & Report Management:

    ◦ Reconcile, finalize, and submit the weekly ARC week-ending report through the Interactive Agent Reporting (IAR) portal under strict processing timelines.

    ◦ Compile and submit regular UCSF/UCB/UCOP campus reports and monthly PED reports.

    ◦ Deliver Hotel Service Fee, Conferma Hotel Transaction reports, and UCLA Refunds to Travel Accounting and General Accounting on schedule.

    ◦ Validate direct bill authorization for UCLA and UCB online Bookings.

    ◦ Log and save all campus Direct Bill report transactions to the designated network directory.

    ◦ Maintain high adaptability and schedule flexibility to ensure all strict university and department reporting deadlines are met.

 • Quality Control & Error Resolution:

    ◦ Collaborate constructively with the frontline agency team to correct formatting mistakes, missing data, or pricing discrepancies before final posting.

    ◦ Review, track, and resolve airline and vendor Debit Memos triggered by ticketing errors.

65%

Administrative Assistance

 • Financial Billing & Administration:

    ◦ Manage electronic and paper commission reconciliations, Virtual Card deployments,

    ◦ Submit Bruin Buy requisitions for vendor payments and coordinate Interdepartmental Recharge/Journal requests.

    ◦ Conduct research to reply to campus clients’ travel accounting departments.

    ◦ Program UCTC holiday schedule in VCC app

25%

Other Duties as Assigned

 • Vendor Troubleshooting & Relations:

    ◦ Act as the primary operational point of contact for external technology and travel vendors during special events.

    ◦ Liaise directly with third-party technical support teams (Grasp, Agency Tech, Emailgistics, CCRA, Tres Technologies, Conferma, ARC) to resolve platform bugs and data mismatches.

 • Provide support to manager such as requested TRAMS reports  and special tasks or projects as needed for department.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

High School

or equivalent experience.

Required

And

Bachelor's Degree

or equivalent experience.

Preferred

Minimum of 5 years

of active back-office administrative experience in a travel agency or corporate travel department.

Preferred

Demonstrated ability to quickly learn and navigate a variety of specialized UCLA applications (e.g., Bruin Buy) and third-party vendor platforms (e.g., Trams, Grasp, Hotel Direct Bill App).

Required

General knowledge of airline operations, ticketing procedures, and complex fare rules.

Required

Knowledge in GDS (Travelport, Sabre , Amadeus ) data entry requirements sufficient to interface with back-office accounting systems and search information. Strong proficiency in Excel is required for data validation, data manipulation, and financial reconciliation.

Required

Demonstrates sound judgment by actively seeking the counsel of her supervisor when resolving high-level financial discrepancies or complex compliance issues.

Required

Highly self-motivated, sharp eye for detail, and exceptionally adaptable under pressure. Ability to work under conflicting priorities and a widely fluctuating workload.

Required

General knowledge of business communications and writing skills sufficient to draft correspondence, conveying information clearly and concisely. Excellent written and verbal customer service skills to interact effectively with a diverse clientele.

Required

Ability to defuse situations with dissatisfied customers; ability to explain and educate individuals regarding travel industry practices and policies.

Required

Ability to take initiative in recognizing work that needs to be done and doing it. Experience working in a fast-paced corporate agency setting.

Required

Skill in working as part of and contributing to a team, acting as a strong team player with a collaborative mindset.

Required

Ability to work accurately with numbers, a heavy volume of documents, and a great amount of detail.

Required

Skill in using judgment and in making appropriate job decisions following standard office policies and past precedents, and in recognizing urgent situations and taking appropriate action.

Required

Knowledge of University accounting procedures and automated PAC system sufficient to verify accuracy of transactions and answer general customer inquiries.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Other University Setting(s)

Location:

UCLA Wilshire Ccenter

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.