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Manager, Travel and Corporate Card Program

Apply now Posting #: 4344
Position Status: Full-time regular
Location: San Diego
Position Type: Administrator, Finance

Position Title & Department:

 Manager, Travel and Corporate Card Program; Finance
Posting #

4344

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. 

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:

Serving as a key member in the Finance Office, the Manager, Travel and Corporate Card Programs is an active participant in helping the university to meet its internal and external compliance objectives.  The position will be responsible for the following key functions within the Reporting & Compliance Department:

  • Serve as the administrator for all university corporate card programs.  In this capacity, the Manager will work closely with cardholders, Procurement Services, Accounts Payable, and the University Auditor to develop and uphold card procedures. This position will also provide oversight and ongoing review of the university’s expense reimbursement policy as well as providing training and guidance to the campus community.
  • Serve as the administrator for the university’s corporate travel spend program, working with our travel fulfillment partner to drive efficiency in corporate travel spend.  Responsible for vendor relationships with travel agents, car rental companies, hotels, etc.

Duties and Responsibilities:

Serve as the administrator for all university corporate card programs. 

  • Oversees the general operation and performance of the corporate card programs, including but not limited to card issuance and inactivation, training new cardholders, monitoring user activities and other actions as needed in accordance with established procedures.
  • Monitors user accounts and communicate with cardholders on issues such as past due, unallowable merchant codes, transaction limits, improper usage, etc.
  • Tracks industry development that might affect related policies and procedures. Make recommendation to adopt best practice. Review and provide suggestions regarding the university’s expense reimbursement policy on an ongoing basis.
  • Tracks laws and regulations that might affect reimbursement related policies and procedures. Makes recommendations to address compliance needs.
  • Works closely with cardholders, Procurement Services, Accounts Payable, and University Auditor to develop and uphold card procedures.
  • Acts as ambassador for the Finance Office to address sensitive corporate card issues and concerns. Effectively communicates with impacted individuals or departments to address compliance needs.
  • Lead and/or serve on procedure-development and related task force to solicit feedback from the campus community.  

Serve as the administrator for the university’s corporate travel program. 

  • Plan, develop, implement and maintain the university’s corporate travel program. 
  • Establish and maintain vendor relationships with travel agents, car rental companies, hotels, etc. Develop new alliances and partnerships as need to help the university in maximizing its resources.
  • Engage with employee-users to drive user engagement and adoption of travel and expense offerings.
  • Continue to develop enhancements/efficiencies with our existing processes around the travel booking, expense management and corporate card solutions currently in place.
  • Acts as ambassador for the Finance Office to address sensitive travel reimbursement issues and concerns. Effectively communicates with impacted individuals or departments to address compliance needs.
  • Lead and/or serve on procedure-development and related task force to solicit feedback from the campus community.

Creates and maintains webpage and training for campus user support for both the corporate card and travel programs. 

  • Creates and maintains webpage with instructions, procedures, forms and other useful information as an e-resource for the university.
  • Provides training and user support for university corporate card and travel program. Participate in new employee training and related programs. Serve as key point of contact for all related questions and inquiries.

Assists in the preparation and data gathering for external audits as well as internal audits. Prepares audit schedules and related transactions as assigned. 

Serves as backup support for Accounts Payable Manager for analyzing, matching and reconciliation of ACH and check payments.  Ensure all transactions are reviewed and analyzed prior to payment run initiation and prior to any payments sent externally.  Report errors or issues to AVP to ensure timely resolution before final payment request is completed. 

Leads projects as assigned by Director, Treasury & Financial Systems. Exercises professional judgment in the accomplishment and resource-utilization of assigned projects. 

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. 

Job Requirements:

 Minimum Qualifications:

  • BA/BS in Accounting, Business Administration or other related field, and three years of progressively responsible accounting/procurement related work.  Two additional years of highly relevant experience (in addition to the three years of related experience) may substitute for college education.
  • Must demonstrate excellent customer service and the ability to deal with sensitive issues and challenging customers.

Preferred Qualifications:

  • Experience in Concur Travel and Expense.
  • Current or prior management and training experience.
  • Experiences in expense reimbursement, interpretation of IRS publications, and procedure development.
  • Higher education experience strongly preferred.

Performance Expectations:  Knowledge, Skills and Abilities

  • Demonstrates and maintains excellent customer service. Exercises tact and diplomacy in creating and maintaining good working relationships.
  • Strong personal computer skills, including experience with automated database financial systems and Microsoft Office applications.
  • Ability to prioritize workload, meet deadlines, and work effectively under pressure with a high accuracy rate.
  • Ability to multi-task and balance changing priorities.
  • 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.
  • Ability to use a 10-key calculator.
Posting Salary:

Commensurate with experience; 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.