Travel & Procurement Coordinator I

Unleash YOUR Potential With Us

As a next-generation public research institute, we are an inclusive community of thinkers, doers, creators, innovators, healers, and leaders striving to shape the future and solve the world’s most challenging problems. No matter what your role is, when you join Knight Nation, you’ll play an integral role in pushing us forward to become among the most impactful universities in the country. You’ll be met with opportunities to connect and collaborate with uniquely talented faculty, staff, and students across 13 colleges and multiple campuses and regional locations. That means greater challenges to tackle, more meaningful opportunities to grow, and rewarding experiences that go beyond a paycheck. We’re seeking qualified, motivated individuals who will help UCF fulfill its mission in unleashing the potential of every individual, enriching the human experience through inclusion, discovery, and innovation; and propelling broad-based prosperity for the many communities we serve.

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 University of Central Florida (UCF) College of Engineering and Computer Science is seeking a Travel and Procurement Coordinator I. The Travel and Procurement Coordinator acts as a point of contact for procurement and travel-related activities. They will be responsible for the 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 coordinator 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: 

Procurement

• Participates in the development of solicitation for bids.

• Assists colleges/divisions with the development of contracts, leases, vendor identification and supplier agreements.

• Initiate adds/updates to the vendor master file, obtain supplier provided documentation. • Initiate requisitions and support colleges/divisions with purchases.

• Review requests for procurement policy adherence prior to entry into Workday and proposes alternative solutions in instances where the request is out of compliance.

• Review and analyze contracts and pricing agreements, exceptional purchases, Waiver of Competition and Sole Source Certifications in accordance with college/division processes, university policy and regulations.

• Acts as a liaison between college/division staff, general counsel, and the vendor on the development of contractual agreements.

• Make procurement card purchases for college/division needs.

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

• Initiate change orders to purchase orders. 

• Perform receiving in Workday.

• Initiate RMAs with suppliers and coordinate returns, as required.

• Support the management and tracking of college/division assets and inventory.

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

• Prepare requests for petty cash funds and replenishment of petty cash.

Travel

• Serve as a general resource and point of contact for travel-related issues.

• Assist employees with travel-related issues or concerns.

• Receive and respond to incoming travel requests.

• Initiates spend authorization for travel upon request.

• Research and compare available travel and hotel accommodations to identify the best available option for each travel need.

• Book travel and hotel accommodations upon request.

• Prepare travel itineraries and distribute travel arrangements and schedules to all appropriate employees/travelers.

• 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.

• Collect receipts and travel related expense documents to prepare travel expense reports for employees 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.

• Add and/or validate Worktags to verify appropriateness for acquisition.

• Prepare applications for expense cards for individual employees within guidelines and supervisors’ approval according to all rules and regulations.

• Ensure all required permissions and documentation are on file.

Minimum Qualifications: 

High School Diploma or equivalent and (0+) years of relevant experience or combination of relevant comparable education and experience.

Preferred Qualifications:

• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

• Working knowledge of financial, procurement, and travel rules, regulations, processes and procedures and ability to explain facts, processes, and procedures to others.

• Knowledge of administrative and office procedures and technology systems and workplace terminology.

• Ability to work independently and be part of a team environment while developing highly effective and valued professional relationships with peers, colleagues, and cross-functional teams and to conduct oneself in an ethical manner.

Are Benefits Important to You?

Working at UCF has its perks!  In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, UCF offers:

• Benefit packages, including Medical, Dental, Vision, Life Insurance, Flexible Spending, and Employee Assistance Program

• Paid time off, including annual and sick leave 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, go to UCF Employee Benefits Guide (12-14-21)

Who Are We?

Founded in 1963 to fuel the region’s talent pipeline and support the growing U.S. space program, UCF is built to make a better future for our students and society. It’s one of the reasons U.S. News & World Report ranks UCF among the nation’s top 20 most innovative colleges, while Forbes, Kiplinger, and The Princeton Review rank us a best-value university. UCF is one of 14 universities nationwide designated as both a Hispanic-Serving Institution and a Research 1 university. With 13 colleges, including a fully accredited College of Medicine, UCF offers more than 220-degree programs between its main campus, downtown campus, hospitality campus, academic health sciences campus, and 11 UCF Connect centers located throughout the region. In addition, UCF extends its reach to communities in and beyond Central Florida by offering complete, online programs leading to bachelor’s degrees, master’s degrees, Ph.D.’s., certificates, and more.

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.

Department

College Of Engineering And Computer Science Finance Business Center

Work Schedule

Monday-Friday 8:00 am to 5:00 pm

Type of Appointment

Regular

Expected Salary

Negotiable

Veteran’s Preference:   

Preference will be given to eligible veterans and their eligible spouses in accordance with Chapter 295 of the Florida Statutes. Applicants claiming preference are responsible for providing required documentation by the closing date of the position. For more information on Veterans’ Preference, please visit http://hr.ucf.edu/files/VeteransPreference.pdf

Equal Employment Opportunity Statement:

As an equal opportunity/affirmative action employer, UCF encourages all qualified applicants to apply, including women, veterans, individuals with disabilities, and members of traditionally underrepresented populations. UCF’s Equal Opportunity Statement can be viewed at  http//www.oie.ucf.edu/documents/PresidentsStatement.pdf. 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.