The department is looking for a highly organized, self-motivated, enthusiastic member to join the business operations as the Assistant Business Manager, Travel. This role will be a critical role in the Athletics Business Office. This position will be mainly responsible for auditing all individual and team travel arrangements for the Athletics Department as well as serving as the liaison and daily contact with the department’s travel partner. Work must be done independently in a highly organized manner with a strong attention to details and free of errors. The individual must be able to manage multiple projects simultaneously and meet deadlines established by the department.
Essential Functions: • Prepare team travel expense applications for travel advances through OU Foundation • Verify and reconcile team travel expenses upon return of each trip and enter submissions into PeopleSoft • Verify and reconcile travel fund at the OU Foundation. • Team travel hotel reconciliation, review hotel invoices and work with sport and hotel on any discrepancies and request for payment or refunds • Audit travel expense reports through Concur for Athletics Department • Oversee OU Travel Card program for Athletics and manage team travel credit cards and reconciliations • Responsible for setting up and training new personnel on travel policies and entering expenses into Concur • Responsible for managing Independent Contractor Payments, including officials and other gameday related independent workers • Travel related cost transfers within PeopleSoft • Work with sports on team travel hotels – review contracts and quotes • Work with sports on team travel flights – review quotes, usage of credits, and contract (as necessary) • Manage all deposits related to travel • Manage game guarantees tracking including payables, receivables, and trade provided. • Assist in tracking non-cash benefits related to travel • Work with Sooner Club on university charter air program and manage any employment contractual obligations related to plane travel • Assist with the management of all post-season and bowl travel • Knowledge and understanding of State & Athletics Department travel policies and procedures • Knowledge and understanding of NCAA & Big 12 rules. Report violations and suspected violations to Compliance • Other duties as assigned
Required Education: Bachelor's Degree or equivalent combination of education/job related experience, OR
48 months of administrative working enviroment
Detail oriented for accuracy of data and information
Highly organized and able to handle multiple projects and deadlines
Able to produce reports and complete work within deadlines
Demonstrated excellence in written and oral communications
Strong organizational, participation and facilitation skills
Advertised Physical Requirements:
Must be able to communicate, engage in repetitive motions, reach and sit.
Knowledge and understanding of NCAA and Big 12 rules.
Experience with intercollegiate athletics or the travel industry.
Experience with Concur.
Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.
The University of Oklahoma is committed to achieving a diverse, equitable, and inclusive university community by recognizing each person's unique contributions, background, and perspectives. The University of Oklahoma strives to cultivate a sense of belonging and emotional support for all, recognizing that fostering an inclusive environment for all is vital in the pursuit of academic and inclusive excellence in all aspects of our institutional mission.
The University of Oklahoma is a Division I institution and is a member of the Big 12 Conference. There are approximately 550 student-athletes in 23 intercollegiate athletic programs. The mission of the Oklahoma Athletics Department is to inspire champions today and prepare leaders for tomorrow by providing an excellent environment to enable student-athletes to achieve their highest academic, athletic and personal aspirations.