OPS Travel Specialist

This is a fully remote position, open to applicants in Florida.

📋 Description

• Oversee the travel planning and authorization processes for employees, students, guests, and other authorized travelers at CyberHerd.

• Initiate and track travel requests and authorizations.

• Confirm business purpose, funding details, necessary approvals, and required supporting documents.

• Communicate travel requirements and deadlines, ensuring follow-up on any incomplete or delayed requests.

• Coordinate travel arrangements, including airfare, lodging, ground transportation, and other approved services.

• Assist travelers with reservations, itineraries, changes, cancellations, and any related inquiries.

• Collaborate with travelers, vendors, and university offices to resolve issues related to reservations, billing, and documentation.

• Gather and review receipts and supporting documentation.

• Prepare and process expense reports and reimbursements.

• Verify allowable expenses, funding details, and necessary approvals.

• Monitor pending expense reports, reimbursements, travel credits, refunds, and any outstanding items.

• Investigate discrepancies and facilitate corrections.

• Maintain audit-ready travel files, traveler rosters, status trackers, and supporting records.

• Apply university travel policies, State of Florida requirements, funding-source restrictions, and sponsored-project guidelines.

• Create and manage checklists, written procedures, and tracking tools.

• Provide administrative coordination and reporting support to CyberHerd leadership.

• Perform additional travel-related fiscal and administrative tasks as assigned.

⛳️ Requirements

• A high school diploma or equivalent is required.

• A minimum of three years of experience in roles involving fiscal or administrative support duties.

• Relevant post-secondary coursework may substitute for experience on a year-for-year basis.

• A bachelor's degree in accounting, finance, business administration, public administration, hospitality, or a related field is preferred.

• Preferred experience in travel administration, fiscal support, or event logistics.

• Preferred experience processing travel requests, authorizations, reservations, expense reports, and reimbursements in a university, governmental, or similarly regulated setting.

• Highly desired experience with Oracle, Archivum, FAST, Finance Mart 2.0, and Microsoft Excel.

• Knowledge of travel administration and fiscal controls is essential.

• Ability to interpret and apply detailed policies and procedures is necessary.

• Intermediate proficiency with spreadsheet, word-processing, and shared-document applications is required.

• Capacity to manage high-volume, time-sensitive travel transactions effectively.

• Ability to maintain accurate and audit-ready records.

• Ability to safeguard confidential information is crucial.

• Must sign a nondisclosure agreement.

• Successful completion of a Level 1 background check is required.

• May need to obtain and maintain university roles or delegations necessary for processing travel authorizations, expense reports, reimbursements, and related fiscal transactions.

• Must meet employment eligibility requirements in the U.S.

🏝️ Benefits

• Medical, dental, and life insurance plans are available.

• Various retirement plan options.

• Employee and dependent tuition programs.

• Generous leave policies.

• Access to hundreds of employee perks and discounts.