Description

The Director of Travel Operations is responsible for organizing, arranging, and supporting athletics team travel needs for the Division of Athletics and Recreation ( DCARD ). This role will serve as the main point of contact and for all travel needs, acting as the liaison between coaches/staff and all third-party travel vendors. They will be required to be available on a flexible schedule to respond to issues and make autonomous decisions.

Description

A successful candidate will have:

• Initiative to learn and grow in a fast-paced environment.
• Flexible, customer service-oriented and resourceful.
• Ability to prioritize work assignments and meet established deadlines.
• Ability to multi-task and work cooperatively with others.
• Proficient computer skills including word processing and spreadsheets.
• Excellent oral and written communication skills.

Required Qualifications - Education and Yrs Exp

Bachelors or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities

• Strong organizational skills
• Proficient with computer software packages (especially Excel)
• Interpersonal and customer service skills
• Ability to work independently and set priorities
• General knowledge of financial practices

Preferred Qualifications

• Bachelor's degree in Finance, Business Administration or Sport Management plus 2-3 years of office and finance work experience, or equivalent combination of education and experience
• Experience working as a Travel Coordinator or working with the Business and/or Travel Operations of a college athletic department

Department Contact for Recruitment Inquiries

Mariruth Graham

Department Contact Phone Number

603-646-5666

Department Contact for Cover Letter and Title

Sam Grant, Associate Director of Athletics for Finance & Administration

Department Contact's Phone Number

Equal Opportunity Employer

Dartmouth College is an equal opportunity employer under federal law. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications are welcome from all.

Background Check

Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, conduct review, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

Is driving a vehicle (e.g. Dartmouth vehicle or off road vehicle, rental car, personal car) an essential function of this job?

Preferred, but not required

Special Instructions to Applicants

Dartmouth College has a Tobacco-Free Policy. Smoking and the use of tobacco-based products (including smokeless tobacco) are prohibited in all facilities, grounds, vehicles or other areas owned, operated or occupied by Dartmouth College with no exceptions. For details, please see our policy. https://policies.dartmouth.edu/policy/tobacco-free-policy

Additional Instructions

Key Accountabilities

Description

Coordinate all aspects of travel arrangements for varsity and club athletic programs as well as administrative units in the Department of Athletics and Recreation

• Scope: away team travel, coach recruiting travel, official visits, admin travel.
• Keep up-to-date records of all team travel information and itineraries.
• Manage/organize DCARD's fleet of vehicles used by the department.
• Review team hotel contracts for adherence to budget and team travel policies and procedures.
• Assist with last-minute bookings related to postseason travel as needed.
• Identify & escalate issues during travel process to appropriate parties (Sport Administrators, Business Office, etc.)
• Assist travelers with after-hours travel issues and emergencies as needed.
• Work with Procurement Services to facilitate signing of contracts in accordance with Dartmouth's policies and procedures.

Percentage Of Time

45

Description

Educate coaches and staff on travel procedures and policies

• Develop and maintain effective working relationships with coaches and staff.
• Develop onboarding process for coaches and staff related to travel.
• Track College-wide policy changes impacting travel.
• Creation & maintenance of "how to" guide covering DCARD's travel policies and procedures.
• Continuous ongoing education of coaches and staff regarding travel policies and procedures.

Percentage Of Time

15

Description

Serve as primary day-to-day liaison with third-party travel agency and other vendors for coordination and billing

• Maintain strong vendor relationships
• Identify, research and implement third-party travel vendor/s.
• Reconcile travel-related corporate card transactions.
• Review, reconcile, and submit monthly invoices from third-party travel agencies.
• Submit travel-related invoices from third-party travel vendors for payment.

Percentage Of Time

20

Description

Maintaining travel expense records that inform quarterly projections and annual budgeting processes

• Track team travel expense by team as travel is sourced.
• Complete analysis to update travel projections in collaboration with members of leadership.
• Identify trends impacting future year travel budgets.

Percentage Of Time

10

Description

Help source safe and cost-effective means of travel while collaborating with coaches and administrators to meet all travel needs

• Assist administrative units and sports programs on individual team travel budgets and the annual budgeting process.
• Contribute to the maintenance of positive working relationships with all members of the division and campus partners.
• Leverage buying power of Dartmouth Athletics to identify cost savings opportunities and best practices related to travel for the department

Percentage Of Time

10

-

--

Demonstrates professionalism and collegiality through actions, interactions, and communications with others appropriate to an environment that is welcoming to all.

--

Performs other duties as assigned