Reimbursement/Travel Coordinator - Davis College of Agriculture, Natural Resources and Design

Davis College of Agriculture, Natural Resources and Design with the West Virginia University Research Corporation is currently accepting applications for a Reimbursement/Travel Coordinator.

About the Opportunity

Handles travel arrangements and reimbursements for travelers representing the 15 states and the District of Columbia that are enrolled in the WVU based Travel Program Grant. Also handles travel arrangements and reimbursements for travelers representing the Washington Office of the USDA Forest Service S&PF Program as requested by that agency. Gathers and processes financial records and related travel activities in support of program grants for the Appalachian Hardwood Center. Responsibilities require some judgment, resourcefulness and originality, but diverse guides and precedents are usually available to apply or adapt to the circumstances. Work effort has considerable impact on client services, program and project image, with potential legal liabilities. Performs various duties, such as research, analysis and auditing in support of the core grant-based efforts.

At WVU Research Corporation, we strongly believe in work-life balance and keeping time for things we love outside our work. WVU Research Corporation offers a comprehensive benefits package with a variety of options to suit your needs:

• 13 paid holidays (staff holiday calendar)
• Paid Time off (PTO)
• 403(b) retirement savings with a fully vested 3% employee contribution match, (Employees have the option of contributing an additional 1-3% of their earnings to the plan, which is also matched by the WVURC)
• A range of health insurance and other benefits
• Dependent Education Scholarship
• WVU Perks

What you'll do:

• Obtain meeting and travel details from each traveler as trips/meetings occur.
• Review the approved travel budget for each meeting and traveler and ensure the total cost of the trip is within approved budgets.
• Maintain and update multiple spreadsheets to track all travel, allocate new funding, and track travel related expenses.
• Create working folders for individual travelers and meetings and include all travel documentation in the appropriate folders as documents becomes available.
• Confirm appropriate air travel and/or ground transportation to include car rental, shuttle service, and/or rail service.
• Confirm hotel reservations for travelers, to include preparation of credit card authorization forms for each traveler, ensure that credit card authorizations are submitted and authorized by the hotel, and obtain the hotel folio for each guest at the conclusion of the trip.
• Confirm meeting registration for each traveler, often including specific meal choices and specific details for technical tours and other meeting related events.
• Calculate, using appropriate per diem rates, the per diem related reimbursement due to travelers.
• Correspond with travelers as appropriate, send travel confirmation details to each traveler, and receive all required receipts and travel related documentation needed to produce reimbursement documentation for travelers.
• Gather and compile all final receipts for each traveler/meeting, place one copy in the traveler/meeting folder and one copy into a receipts folder for credit card reconciliation.
• Prepare all traveler reimbursement reports in MyExpenses that includes all receipts to the correct funding to be charged.
• File all reports and receipts in the appropriate grant travel files.
• Collect required documents for all AHC credit card transactions for the specified grants, and process payments. Audit and reconcile expenditures, and maintain related records using defined spending limits.
• Maintain BLI fund balance information for specific grants using Microsoft Excel

• Associate's in Business or related field
• A minimum of two (2) years of experience performing related accounting using complex spreadsheets or travel planning activities and making complex travel arrangements.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills and Abilities

• Excellent communication skills both oral and written.
• Demonstrated ability to maintain accurate financial records and preparing clear and accurate reports for informational, auditing and operational use.
• Ability to prepare clear, accurate, and timely travel plans for multiple people attending different meetings at different times.
• Demonstrated ability to utilize financial and business-related computer software & applications (e.g. Microsoft Office suite, Google Docs, etc.).
• Strong customer services skills.
• Excellent attention to detail and accuracy.
• Ability to quickly acquire knowledge of rules and regulations mandated by West Virginia University pertaining to travel, grants, and credit card purchases/expenditures.
• Demonstrated ability to create, use, and update Excel spreadsheets and financial reports.
• Ability to read, analyze and interpret technical procedures or governmental regulations.
• Demonstrated ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Demonstrated ability to compute rate, ratio and percent and to draw and interpret bar graphs.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
• Demonstrated ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to learn specific institutional and departmental policies and procedures.

• Valid driver's license preferred

The WVURC was created as a not-for-profit corporation in 1985 to support research (R1) at West Virginia University. We provide evaluation, development, patenting, management, and marketing services for inventions of the faculty, staff and students of the University.

The WVURC receives and administers funds awarded by external agencies for research and other activities and is responsible for helping protect intellectual property through patents, copyrights and licensing agreements for start-up companies based on University research.

West Virginia University Research Corporation is proud to be an Equal Opportunity employer. We value diversity among its employees and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.