Title: Travel & Operational Coordinator

Employee Classification: Program Project Coordinator

Campus: University of North Texas

Division: UNT-Advancement

SubDivision-Department: UNT-Advancement

Department: UNT-Advancement - Gen-170000

Job Location: Denton

Salary: Starting at $52,000

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview

Department Summary

The Division of University Advancement strives to transform lives and unlock potential through the power of philanthropy and engagement by awakening and stewarding pride and loyalty for the University of North Texas.

Established in 1890, the University of North Texas is a place where students transform their lives through education and opportunity. With more than 46,000 students from across the state, nation, and world, UNT offers 240 academic programs — many nationally and internationally recognized. A Tier One research university and designated a Hispanic- and Minority-Serving Institution, UNT has a legacy of excellence in education, music, the arts, business and social sciences, with growing strengths in science and engineering. Last year, students earned nearly 13,000 degrees and joined UNT's network of 480,000 alumni, fueling progress and innovation.

Advancement Business Operations is a central support team that operates within the Vice President’s office. We are seeking to hire a Travel & Operational Coordinator to join our team.

Position Overview

This position is responsible for supporting the Business Operations area of University Advancement. It requires a strong working knowledge of the business operations functions at UNT. A primary focus of this role will be coordinating and supporting the division’s travel program by serving as a key resource for staff and fundraisers before, during, and after travel. Responsibilities include assisting with travel requests, ensuring compliance with university policies and procedures, coordinating travel arrangements, and supporting reimbursement and reconciliation processes. This role will also serve as a point of contact for travelers, providing guidance on policies and best practices to ensure a smooth and efficient travel experience.

In addition to travel program support, the position will provide assistance with a variety of tasks related to the daily business and people operations of the division, including student workforce administration, information technology coordination, human resource support, records management, training, compliance, procurement and project management. This position is expected to consistently deliver a high level of service to our division and the broader university community, while providing backup support across the business operations team as needed.

Minimum Qualifications

Bachelor's degree in related field and three years of related experience or any equivalent combination of education, training and experience.

Knowledge, Skills and Abilities

• Strong presentation and training skills.
• Strong problem-solving skills.
• Ability to use a variety of complex computer applications.
• Ability to communicate effectively with diverse populations verbally and in writing.
• Ability to develop and maintain effective working relationships.
• Ability to work independently and lead project teams effectively.
• Considerable knowledge of University policies and procedures related to functional area (or ability to rapidly assimilate).

Preferred Qualifications

The ideal candidate will possess the following additional qualifications:
• Experience interpreting policies and protocols and applying them to day-to-day operations, particularly in areas such as travel, procurement, and compliance.
• Demonstrated ability to draft, update, and maintain standard operating procedures (SOPs) to ensure consistency with federal, state, and university policy and regulatory requirements.
• Strong project and program coordination experience, with the ability to track progress, manage timelines, and support multiple stakeholders.
• Proficiency in Microsoft Office 365 tools, including SharePoint, Teams, and workflow/document management systems, to support collaboration and operational efficiency.
• Strong analytical and problem-solving skills with the ability to research, evaluate, and recommend process improvements.
• Excellent organizational skills with a high level of attention to detail and accuracy.
• Strong teamwork and communication skills (verbal and written), including the ability to convey complex information clearly to staff and leadership.
• Demonstrated commitment to providing exceptional customer service in a professional environment.
• Ability to maintain confidentiality while handling sensitive information.

Job Duties

• Tasks and Project Responsibilities: • Monitor travel inquiries and serve as one of the team members supporting daily operational inquiries across the division. • Lead coordination of the division’s travel program, including assisting with travel requests, reviewing and processing reimbursements, and ensuring all travel is in compliance with university policies and procedures. • Manage the division’s travel policy by monitoring updates to university regulations, recommending revisions or clarifications to the Director of Business Operations, and division leadership and staff. • Advise travelers on travel arrangements, policies, allowable expenses, reimbursement processes, and best practices to ensure a smooth and efficient travel experience. • Provide guidance and training to staff and fundraisers on travel procedures and documentation requirements. • Maintain accurate travel records, reports, and reconciliation processes for auditing and budget tracking purposes. • Manage, perform, and direct office services, such as procurement support, Pcard program, student staffing, onboarding, offboarding, training, access, and housekeeping. • Liaison to Human Resources for HRIS (Information Systems), Payroll, and Time & Labor. • Liaison to Business Support Services for Procurement, Travel, and Pcard. • Collaborate with the Inventory & Facilities Coordinator to support division technology services, including intermediary technology support between AITS and end-users, and provide internal A/V support for conference rooms. • Collaborate with the Inventory & Facilities Coordinator for shared management and staffing of the division’s front desk and operations student workforce. • Serve as division contact for business operations procedure guidance and training related to key areas, including student staffing, procurement, travel, and records management. • Liaison to the Career Center and Records Management. • Organize office operations and procedures where necessary. 
• Software & System Support: • Maintain a working knowledge of MS Office 365 tools and their application to business operations efficiency. • Support the Business Operations team by updating and maintaining shared resources such as workflows, calendars, policy/procedure documentation, and project management modules. • Collaborate with Administrative Information Technology Services (AITS) to address divisional access or security issues. • Assist in managing employee and non-employee access and IT compliance requirements for University Advancement. 
• Task and Project Management Support: • Coordination of own direct projects and supporting larger initiatives related to business operations. • Provide data collection and reporting support for travel, procurement, and business operations activities. • Assist with communications to the division related to updates, opportunities, and policy changes. • Collaborate with the Director to identify university policies, training opportunities, and procedures relevant to division business operations. • Provide oversight and support for student employees assisting with business operations or other departmental projects. • Perform other duties as assigned, with a focus on supporting the division’s travel program and ensuring smooth operations for traveling staff and fundraisers. 

Physical Requirements

• Communicating with others to exchange information.
• Lifting and Moving objects up to 20 pounds.
• Operating motor vehicles or heavy equipment.
• Sedentary work that primarily involves sitting/standing.
• Moving about to accomplish tasks or moving from one worksite to another.
• Repeating motions that may include the wrists, hands and/or fingers

Environmental Hazards

• No adverse environmental conditions expected.

Work Schedule

Monday - Friday, 8am - 5pm; Typical 40-hour in person work week.

Driving University Vehicle

Yes

Security Sensitive

This is a Security Sensitive Position.

Special Instructions

Applicants must submit a minimum of two professional references as part of their application. If needed, additional references can be added after the application has been submitted. 

Benefits

For information regarding our Benefits, click here.

EEO Statement

The University of North Texas System is firmly committed to equal opportunity and does not permit -- and takes actions to prevent -- discrimination, harassment (including sexual violence, domestic violence, dating violence and stalking) and retaliation on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, genetic information, or veteran status in its application, employment practices and facilities; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities, facilities and employment practices. The University of North Texas System promptly investigates complaints of discrimination, harassment and related retaliation and takes remedial action when appropriate. The University of North Texas System also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist or participate in an investigative proceeding or hearing.