Travel & Procurement Coordinator II

College of Medicine Finance Business Center: 

The Office of Administration and Finance at the College of Medicine oversees the budget, supervises human resources, ensures the availability and maintenance of appropriate facilities, and sees that resources are spent appropriately and effectively to manage the college.

The Opportunity:

The Travel & Procurement Coordinator II is responsible for travel and procurement coordination, which involves arranging business travel for university employees and students and assisting in identifying the most cost-effective and efficient travel arrangements.  Additional emphasis will be the monitoring and processing of requisitions through Workday, assisting staff with solicitations for bids, and participating in the development of UCF contracts, leases, and supplier agreements.

Responsibilities:

• Will be one of the primary contacts to assist Health Affairs with travel and procurement-related activities.

• Responsible for travel and procurement coordination, which involves arranging business travel for university employees and students and assisting in identifying the most cost-effective and efficient travel arrangements. 

• Additional emphasis will be the monitoring and processing of requisitions through Workday, assisting staff with solicitations for bids, and participating in the development of UCF contracts, leases, and supplier agreements.

• Collect receipts and travel-related expense documents to prepare travel expense reports for employees and travelers upon request; Review expense reports for policy adherence; Collect receipts for and reconcile expense card transactions; Collect receipts and prepare reimbursements other than travel; Ensure that reimbursement complies with university policies.

• Ensure travel reservations comply with university policies; advise travelers of, and assist with, any need for specialized travel documents such as visas or passports; prepare and reconcile travel and field advances.

• Assign work tags in Workday to verify their appropriateness for acquisition; ensure all permissions and documentation are on file.

• Obtain supplier-provided documentation and initiate updates to the vendor master file; initiate requisitions and support college units with purchases; review requests for procurement policy adherence prior to entry into Workday; Make procurement card purchases.

• Review and analyze contracts and pricing agreements, exceptional purchases, Waiver of Competition, and Sole Source Certifications in accordance with college unit processes, and university policy and regulations; Manage purchase orders, expense authorizations, invoice receipts, and invoice payments; Initiate change orders to purchase orders; Perform receiving in Workday.

• Initiate Return to Manufacturer Authorization (RMA)s with suppliers and coordinate returns as needed; Verify, review, and reconcile procurement card transactions to ensure compliance with university policy and regulations.

• Perform other duties and special projects as assigned to include but not limited to timely completion of required university and college trainings & updates.

• This role has access to confidential data and is bound by University confidentiality policies. Required to interpret Federal, State, and UCF purchasing guidelines, policies, and procedures necessary to ensure appropriate decision making protocols are followed.

Minimum Qualifications:

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

Preferred Qualifications:

• Demonstrated experience with ERP systems, with a strong emphasis on organization and attention to detail.

• Proven background in supporting procurement of goods and services, as well as coordinating travel arrangements.

• Ability to effectively communicate details and complicated processes to employees at all levels of the organization.

• Ability to work in a deadline-driven environment.

• Knowledgeable of Microsoft Office including Outlook, Word, and Excel.

Special Instructions to the Applicants:

In addition to your application, please submit a Cover Letter and Resume.

The anticipated salary range for this position is $20.29- $24.86 The final salary will be determined based on the candidate's qualifications, experience, and internal equity considerations.

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.

Dive into our Total Rewards Calculator to discover the diverse selection available to you, giving you a glimpse into the benefits that together shape your comprehensive rewards package at UCF.

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.

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

UCF is proud to be a smoke-free campus and an E-Verify employer. 

If an accommodation due to a disability is needed to apply for this position, please call 407-823-1336 or email onac@ucf.edu.