Travel and Expense Specialist II
Job Summary
The Travel and Expense Specialist II supports the university's travel and expense program by ensuring the accurate, timely, and compliant processing of travel-related transactions. This position provides training and guidance to employees on travel policies and reimbursement procedures, resolves complex issues, and supports continuous improvement of travel and expense processes while ensuring compliance with university policies and procedures.
FGCU is building a culture of curiosity, commitment and collaboration. We value employees who successfully work with others and drive positive change through critical thinking and decisive action. If you thrive in an environment of innovation, accountability and mutual respect, you will find a good home here.
Job Description
Typical duties may include but are not limited to:
- Processes, reconciles and audits travel, including travel card (T-card) transactions, personal reimbursements and ad hoc travel requests. Identifies errors or missing documentation and works with faculty, staff, and students to resolve issues.
- Maintains records for the travel card program, including issuance, transaction tracking, reconciliation, employee separation clearance and documentation verification. Ensures timely and accurate reporting for audit readiness.
- Researches and responds to all travel and expense reimbursement inquiries, providing clear and timely communication on status updates, required changes and resolution of discrepancies.
- Audits, processes, and records refund transactions in accordance with policy. Serving as back-up for bi-weekly settlement runs, including printing, distributing and tracking of checks and electronic payments.
- Assists manager in facilitating training sessions for faculty, staff and students regarding travel policies, T-card usage and reimbursement procedures. Assists in developing job aids, videos and documentation to support self-service across departments.
- Prepares reports and identifies trends, misuse, exceptions, and areas for operational improvement.
- Builds and maintains effective relationships with internal and external stakeholders to support the coordination of financial processes and timely resolution of issues.
- Supports cross-functional efforts to enhance system efficiency and streamline expense processes, assisting with implementations, system enhancements or special projects as assigned.
- Stays current on institutional financial policies and communicates updates, including periodic reconciliation reminders to cardholders and department liaisons to ensure compliance.
- Processes, codes and posts routine accounting transactions such as travel reimbursements, invoices, ad hoc requests, t-card charges, etc.
- Assists with year-end closing process.
Other Duties:
- Assists with maintenance of the accounts payable procedure manual.
- Performs other job-related duties as assigned.
Additional Job Description
Required Qualifications:
- This position requires a high school diploma and six years of full-time experience directly related to the job functions.
- Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Outlook).
- Experience with general accounting procedures.
- Any appropriate combination of relevant education, experience, and/or certifications may be considered.
Preferred Qualifications:
- Bachelor's Degree from an accredited institution in Accounting, or closely related field.
- Two years of travel support experience.
- Accounting experience in a higher education setting.
- Experience with Workday.
Knowledge, Skills & Abilities:
- Knowledge of University Chart of Accounts.
- Knowledge of generally accepted accounting principles and practices.
- Knowledge of general office procedures.
- Knowledge of or ability to learn Workday or similar enterprise financial management software application.
- Strong interpersonal, verbal, and written communication skills.
- Excellent organizational skills and the ability to prioritize and complete simultaneous projects.
- Skill in completing assignments accurately and with attention to detail.
- Ability to interact in a professional manner with staff, faculty, students, and the community in a service-oriented environment.
- Ability to work successfully as both a member of a team and independently with minimal supervision.
- Ability to take initiative to plan, organize, coordinate and perform work in various situations when numerous and competing demands are involved.
- Ability to use effective decision making and problem solving techniques.
- Ability to interpret and apply laws, regulations, policies and procedures consistently.
- Proven ability to think strategically and approach challenges with creativity.
- Demonstrated track record of reliability, meeting goals, and holding oneself accountable.
- Strong interpersonal skills and experience working effectively across teams.
Institutional Values & Behavioral Expectation
In this role, the successful candidate will be expected to:
- Seek out new approaches to improve outcomes; remain open for feedback and new ideas.
- Lead with integrity; consistently produce high-quality work; persevere to overcome obstacles to meet deadlines and achieve deliverables.
- Share information and insights thoughtfully; build partnerships across departments; communicate respectfully; support colleagues to achieve common goals.
Pay Grade 15
FGCU is a State University System of Florida member and an Equal Opportunity and Equal Access employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status.
