Travel & Procurement Specialist III - Orlando, United States - University of Central Florida

Description

kNEXT:

The University of Central Florida's (UCF's) Knights Experience Team (kNEXT) primarily provides customer service to the Finance Business Centers (FBCs) and the Human Resources Business Centers (HRBCs) employees, assisting with various tasks as needed. kNEXT also provides administrative support services to staff across all colleges and divisions of the University. kNEXT is designed to reduce the administrative burden on individual colleges, consolidate transaction-based functions, create economies of scale, and improve backroom process efficiency so the colleges can better focus resources on their mission.

The team is made up of HR Specialists, Travel & Procurement Specialists, and Customer Care Coordinators who will provide information and support across campus, reduce administrative burden, and empower employees to learn and grow. These Specialists will operate as campus experts on processes and procedures, support training and development, provide specialized reporting and analytics, and support central office transactions. All employees within kNEXT will also work to continuously improve processes and workflows.

The purpose of kNEXT is to ensure that the services provided meet or exceed expected performance levels and satisfy the needs of the faculty/staff/students (colleges/divisions).

The Opportunity:

The Travel & Procurement Specialist acts as the primary point of contact for the divisions supported by kNEXT for all procurement-related activities. They will be responsible for the procurement of services and goods requested by the division ensuring procurement policies and regulations are adhered to and requisitions and supplier invoices are processed timely through UCF systems. The Travel & Procurement Specialist will acquire goods and services using division-assigned procurement cards and reflect receipt of goods or services in UCF systems. The Travel & Procurement Specialist also assists and develops solicitations for bids, and participates in the development of UCF contracts, leases, and supplier agreements.

The Travel & Procurement Specialist arranges business travel for university employees, assists in identifying the most cost-effective and efficient travel arrangements, ensures university travel rules are followed, and makes necessary reservations for accommodations. Post-trip, the Travel & Procurement Specialist assists with the collection, review, and processing of the documentation required to support expense reports to ensure prompt and accurate reimbursement of approved expenses. Travel & Procurement Specialist will ensure all expense card transactions are allowable, required documentation is provided and transactions are accurately recorded and reconciled in a timely manner. This role also supports end-user communications and training efforts.

Travel & Procurement Specialists support Travel/Procurement Coordinators within the Finance Business Centers (FBCs) as experts on procurement-related and travel-related processes and procedures. In addition, the Travel & Procurement Specialist will provide on-demand support to FBCs staff when transactional levels require additional processing support. This role also supports end-user communications and travel/procurement training efforts.

Responsibilities:

• Supervisory responsibilities including hiring and training, monitoring performance and providing feedback, maintaining leave requests and personnel records, setting goals and objectives and monitoring accomplishments, enforcing customer service standards, and resolving complex issues.
• Support requests for the procurement of goods and services ensuring applicable policies and regulations are adhered to and transactions are processed timely and properly reflect the receipt of goods or services.
• Research suppliers and obtain quotes for goods and services, as needed. Assist with the development of solicitations for bids and participate in the development of contracts and agreements.
• Identify and review applicable contracts or the need for a Waiver of Competition and Sole Source Certification in accordance with policies and regulations.
• Initiate and review requisitions, manage purchase orders, and initiate change orders, as needed.
• Create receipts and supplier invoices or purchasing card transactions to ensure timely payments.
• Reconcile/verify purchasing card transactions ensuring applicable policies and regulations are adhered to and transactions are allowable, required documentation is provided, and transactions are accurate.
• Support Travel & Procurement Coordinators within the Finance Business Centers (FBCs) as experts on procurement-related and travel-related processes and procedures.
• Continuously review and improve processes to increase operational efficiency and effectiveness. Support travel and procurement training efforts.
• Support travel requests creating and reviewing Spend Authorizations and Expense Reports.
• Assist with travel arrangements, receipt/documentation collection, and travel advance and reimbursement requests to ensuring applicable policies and regulations are adhered to.
• Other duties as assigned.

Minimum Qualifications:

High School Diploma or equivalent and (4+) years of relevant experience or an equivalent combination of education and experience pursuant to Fla. Stat Click here for more information

Preferred Qualifications:

• Understanding of the importance of and can demonstrate commitment to providing high-quality customer service.
• Ability to use logic and reasoning to identify the solutions, conclusions, or approaches to problems.
• Ability to work effectively independently and embrace being part of a team environment by developing highly effective and valued professional relationships with colleagues and cross-functional teams.
• Working knowledge of financial, procurement, and travel rules, regulations, processes, and procedures.
• Workday and Microsoft: Outlook, Excel, and Teams experience.
• Excellent oral and written communication skills to explain facts, processes, and procedures to others.
• Excellent organizational skills and attention to detail.
• Ability to use computers and computer systems (including hardware and software) to support, configure, run reports, enter data, or process information.
• Bachelor's degree.
• Demonstrated supervisory experience.

Special Instructions to the Applicants:

Salary for a well-qualified candidate is expected to be around $54,203 based on a combination of education and relevant experience.

Are you ready to unleash YOUR potential?

As a next-generation public research university and Forbes-ranked top employer in Florida, we are a community of thinkers, doers, creators, innovators, healers, and leaders striving to create broader prosperity and help shape a better future. No matter what your role is, when you join Knight Nation, you'll play an integral role at one of the most impactful universities in the country. You'll be met with opportunities to connect and collaborate with talented faculty, staff, and students across 13 colleges and multiple campuses, engaging in impactful work that makes a positive difference. Your time at UCF will provide you with many meaningful opportunities to grow, you'll work alongside talented colleagues on complex projects that will challenge you and help you gain new skills and you'll have countless rewarding experiences that go well beyond a paycheck.

Working at UCF has its perks UCF offers:

• Benefit packages, including Medical, Dental, Vision, Life Insurance, Flexible Spending, and Employee Assistance Program
• Paid time off, including annual and sick time off and paid holidays
• Retirement savings options
• Employee discounts, including tickets to many Orlando attractions
• Education assistance
• Flexible work environment
• And more...For more benefits information, view the UCF Employee Benefits Guide click here.

Unless explicitly stated on the job posting, it is UCF's expectation that an employee of UCF will reside in Florida as of the date the employment begins.

#LI-TP1

#LI-HYBRID

Department

Work Schedule

Type of Appointment

Expected Salary

Job Posting End Date

Equal Employment Opportunity Statement:

The University of Central Florida is an Equal Opportunity/Affirmative Action Employer including Disabled/Vets. Click on UCF's Equal Opportunity Statement to view the President's Statement.

The UCF affirmative action plans for qualified individuals with disabilities and protected Veterans are available for inspection in the Office of Institutional Equity, Monday through Friday, from 9:00 a.m. to 5:00 p.m., upon request.

As a Florida public university, UCF makes all application materials and selection procedures available to the public upon request.

The University of Central Florida is proud to be a smoke-free campus and an E-Verify employer.