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Travel and Expense Specialist

Apply now Posting #: 4158
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, Finance

Position Title & Department:

 Travel and Expense Specialist; Finance 
Posting #


Department Description:

The Finance Office serves the needs of the university and its constituents.  It is supported by the Controller’s Office which oversees the accounting, cashiering, procurement, and student financial services operating units.  The Tax and Compliance Office promotes compliance to federal and state tax laws, serves as a campus resource with respect to tax issues, and oversees the university’s accounts payable and payroll activities.  The Budget and Treasury unit conducts budget planning, capital financing, endowment investment, and cash management. The Office of Risk Management oversees the university's insurance policies and loss control efforts.

University Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

The position will be responsible for the following functions within the Travel and Expense Office: Represent the department as a subject matter expert in educating employees about the travel program and Torero Travel and Expense system (Concur). Assist with month-end reconciliation process to ensure proper accrual and accurate payable balance. Assist with system setup, upgrades, modification and implementation of any related software or system integration. Effectively and efficiently processes all expense reimbursement and credit card transactions for the university in Concur. Ensures proper compliance with university policies and procedures. Research questions and issues raised by customers. Maintain excellent customer service by ensuring timely and accurate processing of payments and effectively explains to customers the origin of and reasoning behind key policies, practices, and procedures. Assist the university in maximizing resources by efficiently processing large volume of expense transactions and identifying ways to streamline payment processes. 

Roles & Responsibilities:

  • Ensure timely processing of all employee expense reimbursements, including but not limited to those from expense reports, university card transactions, and cash advances. Assist manager in improving forms, processes, and procedures to streamline the expense reimbursement process. Follow up with appropriate departments on past due card transactions. Work closely and effectively communicate with the Procurement Office and/or HR to ensure timely vendor setups as necessary in ERP system.
  • Review accounting coding assigned to each expense and ensure that the expense type is appropriate for the related expense to ensure trends are properly captured for management review and strategic actions. Ensure the appropriate budgetary approval for each accounting code used.
  • Review documentation provided to ensure expenses are appropriate within university policies and procedures. Address concerns and non-compliance with diplomacy and tact by working with individuals to reach reconciliation. Effectively explain to customer the origin of and reasoning behind key policies, practices, and procedures. Provide customers with helpful information to prevent future issues. Appropriately inform manager of any concerns and unresolved issues.
  • Responsible for the processing and reconciliation of the University Corporate Credit Card program. This includes but not limited to ensuring proper reporting, posting, approval, and coding of program expenditures, and proper usage of corporate card. Address concerns and noncompliance with diplomacy and tact by working with cardholders to reach reconciliation.
  • Review transactions within Intelligent Audit program prior to reports being passed on for further approvals in Concur ensuring expenses are properly coded and within existing travel and expense procedure guidelines.
  • Assist with processing wire payments as necessary. Responsible for the initial review of the wire request and backup documentation. Initiate wire transactions via on-line banking portal following wire transfer procedures.
  • Assist with system step up, upgrades, modification and implementation of any related software or system integration. Actively participate in ongoing system evaluations and enhancements.
  • Assist with travel and expense reimbursement training and the ongoing effort to update and improve the travel program and expense reimbursement process to drive user acceptance for Torero Travel and Expense.
  • Represent the department by serving on various university committees and task forces as directed. Perform other duties and tasks as assigned by Manager.
  • Assist with the ongoing effort to update and improve travel and expense policies and procedures. 
Job Requirements:

Minimum Qualifications:

  • High school diploma and four years of business, accounting, accounts payable related experience or college degree and two years of business, accounting, accounts payable related experience.
  • Must demonstrate excellent customer service and the ability to deal with sensitive issues and challenging customers.
  • Experience with Workday or other large ERP systems. 

Preferred Qualifications:

  • Bachelor's Degree in Business.
  • Experience in expense reimbursement, interpretation of IRS publications, and the higher education industry.
  • Hands-on participation in system setup, upgrade, and implementation is a plus. 

Performance Expectations: Knowledge, Skills & Abilities

  • Demonstrates and maintains excellent customer service. Exercises tact and diplomacy in creating and maintaining good working relationships.
  • Knowledge and comprehension of general accounts payable and purchasing practice.
  • Ability to prioritize workload, meet deadlines, and work effectively under pressure with a high accuracy rate. 
  • Ability to multi-task and balance changing priorities.
  • Ability to understand and utilize complex procurement information systems.
  • Excellent communication, both written and oral, and proven ability to exercise good working relations with a wide variety of people.
  • Ability to readily problem solve by listening and knowing what questions need answering before making a final informed determination.
  • Proficiency in Internet usage.
  • Proficiency in Excel. 
  • Ability to use a 10-key calculator. 

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego.edu/onward/ 

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 

Posting Salary:

$24.00-$28.00 Per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

Special Application Instructions:
Resume and Cover Letter Required

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu

Additional Details:

Hours: 37.5 Hours per week

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Daylight Time
Applications close:

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In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Clery Act, the University of San Diego publishes a combined Annual Security and Fire Safety Report for review. This report includes institutional policies concerning: campus security; procedures for reporting crime, fire, and other emergencies; emergency response and evacuation procedures; sexual misconduct and relationship violence reporting and response standards and protocols; alcohol and drug policies; and statistics for the previous three years concerning reported crimes that occurred within the institutions Clery reportable geography. Individuals may request a print copy of the report at the University of San Diego Department of Public Safety, located in the Hughes Administration Center, Room 150.