Travel & Procurement Coordinator II

College of Engineering and Computer Science:

The UCF College of Engineering and Computer Science is among the nation's largest producers of engineering and technology workforce talent and we are the No. 1 provider of graduates to the defense and aerospace industries. We have more than 40 degree and certificate programs within the college and are continuing to grow. Our students, faculty and alumni address society's greatest challenges and aspirations in aerospace, computing, energy, the environment, healthcare, transportation and more. Our education and research efforts are supported by a strong neighboring industry presence such as L3Harris Corporation, Lockheed Martin, Duke Energy, Siemens, Walt Disney World and NASA, to name a few.

The Opportunity:

The Travel/Procurement Coordinator acts as a point of contact for procurement and travel related activities. They will be responsible for procurement of assigned services and commodities, and they will provide daily monitoring and processing of requisitions through UCF systems. The coordinator also assists and develops solicitations for bids, and participates in the development of UCF contracts, leases, and supplier agreements. The coordinators will directly acquire goods and services using college/division-assigned procurement cards and reflect receipt of goods or services in UCF systems. Additionally, the coordinator arranges business travel and assists in identifying the most cost-effective and efficient travel arrangements, ensuring university travel rules are followed and making necessary reservations for accommodations. Post-trip, the coordinator assists with the collection, review, and processing of the documentation required to support expense reports to ensure prompt and accurate reimbursement of approved expenses. The coordinator will ensure all expense card transactions are allowable, required documentation is provided, and transactions are accurately recorded and reconciled in a timely manner.

Responsibilities:

• Initiate requisitions and support colleges/divisions with purchases.

• Receive and respond to incoming travel requests and serve as a general resource and point of contact for travel-related issues and assist employees with travel-related issues or concerns.

• Initiate adds/updates to the vendor master file, obtain supplier provided documentation.

• Make procurement card purchases for college/division needs, manage purchase orders, expense authorizations, invoice receipts and invoice payments.

• Prepare and reconcile travel and field advances, collect receipts and travel related expense documents to prepare travel expense reports for employees upon request and review expense reports for policy adherence.

• Verify, review and reconcile procurement card transactions to ensure compliance with university policy and regulations.

• Book travel and hotel accommodations upon request, prepare travel itineraries and distribute travel arrangements and schedules to all appropriate employees/travelers and ensure travel reservations comply with university policies.

• Manage purchase orders, expense authorizations, invoice receipts and invoice payments.

Minimum Qualifications:

High School Diploma or equivalent and (2+) years of relevant experience or combination of relevant comparable education and experience or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219. Click here for more information.

Preferred Qualifications:

• Demonstrated commitment to providing high-quality customer service through needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

• 2 or more years of experience related to travel, purchasing and procurement practices, policies and procedures especially related to State guidelines.

• Excellent oral and written communication skills to explain facts, processes, and procedures to others.

• Proficiency with Microsoft Office products, specifically Excel and Teams; Workday or similar ERP experience is strongly desired.

• 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.

• Exceptional organization and prioritization skills as well as the ability to maintain confidentiality.

• Desire to genuinely help people and ability to use logic and reasoning to identify the solutions, conclusions, or approaches to problems.

• Experience with computer systems (hardware and software) to support, configure, run reports, enter data, or process information.

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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.