Assistant Director, Travel Operations

TRAVEL MGT OFCR 2 (007079)

UCPath Position ID: 40039335

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1121749

Approved Date:

4/6/2026 12:19:07 PM

Date Last Edited:

4/6/2026 12:19:03 PM

Last Action Effective Date:

9/8/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6000O

Organization:

INTERCOLLEGIATE ATHLETICS

Division Code:

5501D

Division:

INTERCOLLEGIATE ATHLETICS

Department:

374500 - INTERCOLLEGIATE ATHLETICS

Position Details

UCPath Position Number:

40039335

Position Description ID

166414

UC Payroll Title:

TRAVEL MGT OFCR 2 (007079)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 18

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

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:

40046625

Reports to Payroll Title:

ATH SUPV 2

UCPath Department Head Position Number:

40713754

Department Head Payroll Title:

ATH MGR 4 BYA

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the general supervision of the Assistant Athletics Director, Travel Operations, provide administrative services for the department of Intercollegiate Athletics (DIA). Involved with management of travel for Intercollegiate Athletic Teams, as assigned by Assistant Athletics Director, Travel Operations, travel administrative services, and travel fiscal operations.  Major functions include development of travel service provider contracts and research for ongoing agreements from providers, planning team travel, development of travel itineraries, coordination of travel services, budget development for travel budgets, management of various travel programs and initiatives and reconciliation of travel expenses and invoices.  Handles other administrative duties and tasks within the section as directed by the Assistant Athletics Director, Travel Operations.

Athletic Team Travel

 • Serve as team travel coordinator for sports as assigned by Assistant Athletics Director, Travel Operations.  Current sport assignments (subject to change) are a mix of fall, winter and spring varsity programs competing at the highest level of the NCAA. 

 • Work with travel service providers (e.g. hotels, ground transportation, campus administrative services, department travel agent) to finalize arrangements for travel.

 • Work directly with coaches and sport administrative supervisors to develop season-long travel plans and trip-specific itineraries.

 • Work directly with coaches and sport administrative supervisors to ensure compliance with department, University, and NCAA travel guidelines.

50%

Athletic Team Travel

 • Develop annual budgets for sports as assigned for team travel. Provide budget analysis reports on an on-going basis.

 • Complete all required department or university forms and reports to ensure compliance with various policies.

 • Work with various Conference and NCAA departments concerning team travel for post-season competition. Complete all necessary post-season financial and administrative reports.

 • Work with various organizers of sport specific special events (e.g. tournaments) with respect to team travel. 

 • Provides on-site coordination of team travel as needed.

 • Manage all logistics and distribution of relevant communication regarding team travel.

0%

Athletic Team Travel

 • Coordinate all post season travel for assigned team sports, working with NCAA Travel Office and expanded travel party. Prepare post-season expense reports.

 • Evaluate team travel at conclusion of seasons and implement necessary changes in protocol and procedures for following season.

0%

Departmental Travel Reimbursements

 • Manage preparation of expense reports for entire department.

 • Coordination of part-time clerical staff for processing travel reimbursements, including training and support.

 • As directed by Assistant Athletics Director, Travel Operations, coordinate completion of administrative forms in compliance with department travel and fiscal policy.

 • Work directly university’s corporate financial services offices with respect to implementation of campus

25%

Departmental Travel Reimbursements

 • Concur travel reimbursement system. Provide all necessary documentation in cases where exceptions are required of the system. Engage in on-going communication with system administrators with respect to efficient system operation.

 • Analyze, research, and assist in negotiation of services to obtain the most optimal rates for the department.

 • Reconcile all invoices, ledgers and reimbursements for team travel.

0%

Departmental Parking & Transportation  Liaison

 • Manage and reconcile rental car program and billing.

 • Manage departmental enrollments and renewals in TSA pre-check program.

 • Educate and provide coach and staff access based on work needs 

 • Reconcile monthly statements and perform audits on program and use during fiscal year.

 • Provide customer service to departmental personnel using established policy and guidelines.

 • Coordinate all on-campus courtesy parking for special visits and events.  Reconcile expenses after events as needed.

10%

Departmental Travel Safety Program

 • Work with campus travel office safety liaison to develop/update campus travel/safety policies.

 • Work with travel service providers (particularly lodging) to incorporate travel safety elements into hotel accommodation agreements (e.g. provide safety contact information; provide hotel guest safety plan).

 • Integrate departmental emergency communication plan into Travel Safety Program.

 • Develop and maintain team/group travel safety procedure check-list.

 • Distribute Travel Safety Plan to team operations plan.

 • Instruct team operations personnel as to Travel Safety Plan.

 • Maintain weekly group/international travel log and distribute to sports supervisors and other key staff.

5%

Administration

 • As directed by Assistant Athletics Director, Travel Operations assist with coordination and execution of administrative forms in compliance with departmental travel and fiscal policy.

 • Attend quarterly operations meetings as Travel office liaison.

 • Complete ad hoc reporting for department staff, as needed.

 • Assist with declining balance card program, as needed.

 • Maintain partnership with national travel organizations to understand best practices and grow department offerings with industry advances.

 • Assist staff with individual travel policies and managing individual and program needs utilizing existing resources efficiently

 • Other Duties as assigned by Assistant Athletics Director, Travel Operations and/or Exec. Sr. Associate Athletics Director/CBO.

5%

Rules Compliance

 • Comply with all Federal, State, University and Department requirements established pursuant to Title IX, including the mandatory reporting requirements for a “Responsible Employee.”

 • The DIA is governed by the NCAA, Big Ten Conference and University of California.  The incumbent is required to comply with the applicable rules, regulations and policies of those organizations.

    ◦ Review and retain all rules compliance disseminated by the DIA Compliance office.

    ◦ Report all NCAA/Big Ten Conference violations.

    ◦ Sign the annual NCAA Certification of Compliance form.

    ◦ Complete the Athletically Related Income form annually.

    ◦ Comply with California State Child Abuse & Neglect Reporting Act (CANRA) Law and adhere to mandatory reporting guidelines.

5%

•

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

Bachelor's Degree

Preferred

Driver License

•

Must possess, upon hire, and maintain a valid CA noncommercial Class C License in accordance with the California (CA) Department of Motor Vehicles.

Required

Knowledge of University, Conference, and NCAA rules, regulations, policies, and services.

Preferred

Detailed knowledge of and experience with rules, customs, practices of intercollegiate sports administration; Skill in customer relations.

Required

Ability to deal effectively with university administrators, athletic administrators, coaches, and a wide variety of outside entities.

Required

Working knowledge of University accounting procedures.

Preferred

Ability to arrange and execute schedules in a timely and organized manner.

Required

Ability to work under time constraints and address all potential concerns.

Required

Ability to draft clear and concise communications to a variety of parties.

Required

Knowledge of various computer software packages (both PC and Mac): MS Word, Excel, Access, Pagemaker, Publisher, and graphics programs.  

Required

Working knowledge of University’s Concur travel reimbursement system.

Preferred

Working knowledge of the travel industry and components, specifically as it relates to group travel.

Required

Ability to analyze projects, their related components and issues, as well as determine successive strategies related to those projects.

Required

Demonstrated ability to adhere to and comply with NCAA, Conference, and University rules and regulations.

Required

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.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

10%

Ability to travel for position duties and tasks as needed.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

JD Morgan Center, Los Angeles, CA 90095

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

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.