Manager, Travel Operations

TRAVEL MGT OFCR 2 (007079)

UCPath Position ID: 40966833

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1136723

Approved Date:

8/12/2026 11:51:16 AM

Date Last Edited:

8/12/2026 11:51:13 AM

Last Action Effective Date:

11/1/2022

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:

40966833

Position Description ID

167485

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:

40038882

Reports to Payroll Title:

TRAVEL MGT OFCR 3

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 Senior Director, Travel Operations, and Assistant Athletics Director, Travel Operations – the Manager, Travel Operations position will assist in the management of the daily operations of the Department of Intercollegiate Athletics (DIA) Travel Office. Major responsibilities include all procurement activities: high volume of Concur data entry of reimbursements and reconciliation and payment of various invoices.  This position will be exposed to many aspects of the business operations of an NCAA Power 4 institution and interact directly with DIA staff and coaches, along with University offices such as Travel Accounting and Purchasing to ensure that all department and University policies and procedures are met efficiently and effectively. This position will also interact with vendors and employees in response to queries regarding status of reimbursements/invoices/payments.  Other 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 duties as assigned by and in conjunction with the Senior Director, Travel, Assistant Athletic Director, Travel, and Executive Sr. Associate Athletic Director/CFO.

Travel & Entertainment Reimbursement Processing

 • Manage preparation of travel and entertainment expense reports for entire department.

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

 • Work directly with university’s business and finance solutions offices with respect to implementation of campus “express” 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.

 • Interact with department staff, coaches, and student-athletes to achieve positive streamlined results.

45%

Travel & Entertainment Reimbursement Processing

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

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

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

 • Provide exceptional customer service to all inquiries in the Travel office with email, phone calls and in person staff interactions.

 • Assist with reconciliation of all airline purchases/credit card bills.

0%

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.

15%

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%

Compliance-Financial Aid Liaison

 • Work with individual sport programs, Travel Office, and the Compliance Office to request, review, approve, and issue student-athletes vacation-period expenses (i.e., housing expenses, meal per diem) for when our student-athletes are required to remain in the locale of campus for organized practice sessions or competition (e.g., summer period prior to start of fall quarter, winter break, spring break).

15%

Departmental Transportation Liaison

 • Assist in management of rental car program, parking, and billing.

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

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

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

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

10%

Administration/Office Management

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

 • 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

 • Provide exceptional customer service to all inquiries in the Travel office with email, phone calls and in person staff interactions.

10%

Administration/Office Management

 • Maintain office supplies for suite, ensure all equipment is in working order and serve as main point of contact with Facilities office for any suite maintenance needs.

 • Other Duties as assigned by Director, Travel Operations and Assistant Athletic Director, Travel, and/or Executive Senior Associate Athletic Director.

0%

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, Mountain Pacific Sports Federation and University of California System.  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 and 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 or equivalent training experience.

Required

Experience as preparer using on-line purchasing and travel reimbursement (Bruin Buy and Concur) systems.

Preferred

One year of experience in accounting.

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

Possess analytical skills to evaluate information and identify and resolve problems following department policies and past precedents.

Required

Ability to work independently and follow through on assignments with minimal direction, including skill in taking action where answers to a problem are not readily available.

Required

Ability to prioritize assignments to complete work in a timely manner when there are changes in assignments, deadlines, competing requirements and workload.

Required

Ability to effectively communicate orally and in writing at a variety of levels, including University executive management, officials of the NCAA and Conference, administrators, staff and coaches.

Required

Demonstrated writing skills to complete concise, effective and grammatically correct administrative reports and correspondence.

Required

Ability to provide excellent customer service, and establish and maintain cooperative working relationships with other staff members, subordinates, administrators and vendors, as well as the University at large.

Required

Knowledge of and commitment to adhere to and comply with NCAA, Conference and University rules and regulations is strongly preferred.

Preferred

Ability to deal sensitively with confidential information, and have meticulous attention to detail and accuracy when completing assignments.

Required

Ability to effectively communicate complex information about accounting to multiple constituencies.

Required

Demonstrated skill in interpreting, explaining and enforcing Athletic Department and University policies.

Required

Knowledge of general accounting principles, University accounting and purchasing practices and procedures, and the University Financial system.

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.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

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

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.