Travel Coordinator Specialist -Massey

Massey Comprehensive Cancer Center Mission:

"To improve the lives of all Virginians by delivering cutting-edge cancer care through patient-centered prevention and treatment; high-impact, innovative research; community input and engagement; and education and training of the next generation of researchers and healthcare professionals."

Veterans: VCU faculty and University and Academic Professionals are now eligible for enhanced leave accrual rates based on verified military service. The calculation of these leave accrual rates will include a veteran's verified service in the military, National Guard, Reserves (active or inactive duty) and full-time state or Federal National Guard duty. Eligible employees must supply DD-214 documentation for each period of military service to receive this benefit.

Job Summary:

The Finance and Travel Coordinator is responsible for providing comprehensive support to the Cancer Center Director, Sr. Director for Executive Operations, and Director for Executive Operations by coordinating travel logistics, financial reimbursements, honoraria, effort reporting, and purchasing supplies within the Executive Operations team. The successful candidate will possess strong analytical skills, attention to detail, strong organizational skills, financial acumen, ability to manage multiple tasks simultaneously and the ability to develop tools and trackers to optimize administrative processes. The ideal candidate will have experience in finance, travel coordination, and administrative services, preferably in a healthcare or academic setting.

Key Responsibilities:

Travel Coordination and Management:

• Organize and manage all aspects of domestic and international travel for the Cancer Center Director, Sr. Director for Executive Operations, and Director for Executive Operations, including booking flights, hotels, transportation, and creating detailed itineraries.

• Ensure travel arrangements align with institutional policies, seeking cost-effective solutions.

• Maintain accurate records of travel schedules and logistics, addressing any travel-related issues promptly.

• Coordinate travel logistics for other staff and guests when necessary.

Financial Reimbursements and Honoraria:

• Submit preapprovals and expense report for the Cancer Center Director, Sr. Director for Executive Operations, Director for Executive Operations, and select community partners/guests, as applicable.

• Process travel-related reimbursements accurately and efficiently, ensuring compliance with VCU financial policies.

• Track, report, and analyze travel expenses, identifying trends and opportunities for cost optimization.

• Track the receipt of honoraria and expense reimbursement for Executive Operations leadership, ensuring timely and accurate payments.

• Maintain organized records of all financial transactions related to reimbursements and honoraria for audit purposes.

Effort Reporting:

• Assist in the Director for Executive Operations and the Massey finance team in the tracking and maintenance of effort reporting for Cancer Center Director.

• Assist with identifying discrepancies and collaborate with relevant departments to resolve effort reporting issues.

Financial Analysis and Reporting:

• Conduct detailed financial analysis to support budgeting and forecasting for travel and related expenses.

• Prepare regular financial reports, providing insights into travel spending patterns.

• Monitor budget variances and assist the Director for Executive Operations with developing corrective actions as needed.

• Track and maintain the financial disclosures of the Cancer Center Director.

Tool and Tracker Development:

• Create and maintain travel preference trackers and tools to streamline travel arrangements for the Cancer Center administrative team.

• Develop user-friendly systems for tracking travel preferences, frequent flyer programs, and accommodation preferences.

• Continuously improve tools and processes to enhance efficiency and user experience.

• Serve as the primary point of contact for travel-related inquiries from Executive Operations staff.

Supply Purchasing and Management:

• Manage the procurement of supplies for the Cancer Center Director and Executive Operations team, ensuring cost-effectiveness and timely delivery.

• Maintain inventory records and ensure supplies are stocked according to the needs of the team.

• Collaborate with the Massey finance and procurement teams and vendors, and negotiate favorable terms and pricing for supplies and services.