Executive Travel Manager

TRAVEL MGT OFCR 3 (007767)

UCPath Position ID: TBD_940835

Position Description History/Status

Approved Date:

2/11/2026 10:40:08 AM

Date Last Edited:

2/11/2026 10:40:04 AM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6200O

Organization:

CHANCELLOR'S ORGANIZATION

Division Code:

6210D

Division:

CHANCELLOR'S ORGNZTN DIV

Department:

380500 - CHANCELLOR'S OFFICE

Position Details

UCPath Position Number:

TBD_940835

Position Description ID

250880

UC Payroll Title:

TRAVEL MGT OFCR 3 (007767)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

F: All Others - Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40957526

Reports to Payroll Title:

ADMIN MGR 2

UCPath Department Head Position Number:

40064339

Department Head Payroll Title:

EXEC ADVISOR MGR 3

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

The Executive Travel Manager serves as the Chancellor's chief travel administrator. The incumbent will oversee the planning and booking of trip itineraries to ensure the integrity of the Chancellor's calendar commitments and needs are met efficiently and accurately. The position will provide expert advice, based on needs and policies which include ensuring air travel, ground transportation, lodging, and other logistics are secured and are optimal for the business purpose of the travel. This position requires acute attention to detail and accuracy to ensure travel plans are met without compromise.

In this role, this individual will oversee expense reimbursements, providing business justifications, and securing exceptions as needed and it is essential to build and establish rapport with colleagues in Travel Services and Travel Accounting since. In this capacity, incumbent will develop financial management reports to track all travel. As the Chancellor's Office expert on travel and entertainment financial policy, establish and adhere to financial and internal controls that meet the requirements as set by UC/UCLA policies and guidelines.

This position operates in a high-functioning and fast-paced office, and the incumbent must be able to make changes and pivot due to changing priorities and working with complex schedules. Work closely with the Chancellor's Chief of Staff, Chancellor's Executive Assistant, Chief Administrative Officer, and other campus leaders. Ability to work with minimal supervision, identify and anticipate potential issues, and offer solutions.

The Office of the Chancellor at UCLA serves as the central executive authority, guiding the university's strategic vision and ensuring the fulfillment of its mission in education, research, and public service. The chancellor shapes the campus's strategic plan and oversees a substantial budget, managing a diverse community of over 43,000 students, 4,300 faculty, and 42,000 staff members.

Travel & Logistics Management

 • Manage travel arrangements with a complex calendar and the competing demands of the chancellor’s time and presence.

 • Travel can include air flights, hotels, car rentals, transportation, conference registrations and other travel needs.

 • Anticipate and remedy issues that arise prior and during trips, which could include frequent changes to trips, cancelations and shifting priorities and schedules.

 • Ensure detailed itineraries are created and accurate, making changes as necessary.

 • Secure and document exceptions to policies and procedures.

50%

Financial Administration

 • Accountable for expense reimbursement reports and submissions.

 • Direct workflow including tracking payments, identifying errors, ensuring any issues/discrepancies are corrected and resolved.

 • Organize and prepare post trip reconciliation requirements which include supporting documentation, justifications, and receipts.

 • Perform detailed and concise reconciliation of financials and prepare management reports.

 • Oversee the financial activities, including procurement, accounts payables, travel and entertainment, and contractual agreements.

35%

Entertainment & Event Oversight

 • Oversee the entertainment aspects of meetings and events, track project timelines and budget ensuring cost-effective solutions and following appropriate UC policies and guidelines.

 • Support organizing and executing engagement tailored to the needs of the Chancellor and their schedules working closely with Chancellor’s Office team members.

 • Negotiate with vendors for venues, equipment, catering, and other event essentials, and oversee meeting and event logistics including agenda, timelines, permits, and tech requirements.

10%

Audit & Compliance

 • Accountable for accurate reporting of expenses ensuring business justifications are detailed and complete.

 • Respond to audits and requests for information in partnership with financial leadership.

 • Manage internal communications with key stakeholders on all finance travel and entertainment policies and procedures.

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

Bachelor’s Degree with a preference of major in accounting, business administration or closely related field.

Preferred

Minimum of five to seven years of experience in operations and/or accounting/related financial work, with heavy emphasis on travel planning.

Required

Nonprofit and/or higher education experience.

Preferred

Demonstrated working knowledge of accepted accounting and UC/UCLA policies and procedures, including accounts payable and receivable, travel, internal audit, and purchasing.

Preferred

Ability to compile detailed accounting transactions and reconciliation that require strong knowledge of accounting concepts with demonstrated skill in organizing and maintaining accurate, up-to-date accounting records for audits and follow-up action.

Required

Proficient in using Microsoft Suite of applications such as Word, Excel and Access, etc. to maintain and create complex databases, tables and reports with demonstrated skill in manipulating large amounts of data and use of advanced formulas in Excel.

Required

Ability to promptly and efficiently learn new University technologies and databases.

Required

Ability to work independently and as part of a team; demonstrated skill in organizing work, setting priorities and handling multiple tasks simultaneously with competing deadlines under minimal supervision in a dynamic and ever-changing environment.

Required

Demonstrated interpersonal skills to establish and maintain cooperative working relationships with staff of all levels as well as a wide variety of external constituents and across the university.

Required

Strong written communication skills to prepare, proofread and edit correspondence, reports, itineraries and other material for correct grammar, punctuation and syntax with accuracy and excellent attention to detail.

Required

Excellent verbal communication skills to interact effectively and diplomatically with colleagues as well as a wide variety of internal and external constituents.

Required

Results oriented with a strong sense of urgency and ability to consistently deliver a high level of customer service maintaining composure and performing promptly and efficiently to requests; high ethical standards and integrity with the ability to maintain confidentiality and use discretion.

Required

Creative, inventive and strategic with excellent research and analytical skills; ability to define objectives, identify problems and make appropriate recommendations toward solutions and achieving department goals.

Required

Must be available outside normal work hours to address travel-related issues that may arise.

Required

Working knowledge of auditing standards and application.

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:

Campus

Location:

Murphy Hall

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.