Position Summary: The Department of Athletics is seeking a Travel and Insurance Manager. This is a full-time (1.0 FTE), 12-month, professional faculty position.
The mission of the OSU Department of Athletics is to Go Build Excellent, Authentic, Visionary Student-Athletes (GO B.E.A.V.S.).
The Travel and Insurance Manager will perform lead functions (operates as the point person) on all matters related to university travel, student insurance (policies and billing) and vendor relationships. In addition to authorizing all departmental airfare travel and reconciling the departmental Travel Cards monthly, this position will make independent decisions for creative resolutions within policy guidelines in concert with appropriate campus liaisons.
This Travel and Insurance Manager will also supervise the insurance coordinator for the Athletic Department, as well as other duties as described by the Assistant Athletic Director for Business Operations and Senior Associate AD- CFO. Will make independent decisions with respect to exceptions to policy and will analyze and recommend policy changes as necessary to provide efficiency to the program. Has responsibility for procurement and management of all vendor accounts and relationships.
Position Duties: 30% LEAD POLICY/PROCEDURAL ANALYSIS (Travel) Acts as the lead (point person) on all matters related to university travel. Executes proficiency and uses critical analysis to execute and manage all of the travel policies and procedures in the department. Effectively recommends department strategies and policy changes to enhance services. Interprets, explains, and applies rules/regulations to situations as they arise, and grants rare exceptions based on NCAA rules. Creates new systems to bring practices in line with current department and university policies.
20% LEADERSHIP AND SUPERVISION Provides leadership and supervision for assigned staff. Hires, trains, plans, assigns and delegates lead work for 1 classified employee as well as any student workers. Evaluates regular workflow and appropriately disciplines and rewards employees based on clearly communicated performance standards. Responds to grievances and provides leadership and training for assigned employees.
15% POLICY INTEGRITY/ANALYSIS (Student – Insurance) The travel/insurance program specialist acts as the lead (point person) on all matters related to student insurance. Executes proficiency and uses critical analysis to execute and manage all the insurance policies of all student-athletes and cheerleaders. Effectively recommends policy and procedure changes and helps to implement changes to policies and procedures that are approved by Athletic Administration. Responsible for ensuring that travel activity complies with University, Department and NCAA rules. Interprets and applies rules, laws, and policies to individual situations and creates new systems to bring practices in line with current policies as necessary. May grant exceptions and determines eligibility based on information from Athletics Trainers.
10% BUDGET AND PROGRAM ANALYSIS Provides regular analytical reports to Associate Athletic Director for Business Operations regarding the fiscal efficiencies of the departments travel practices, student insurance policies/billing, and vendor relationships. Audits expenditures, analyzes and evaluates financial and statistical data, and identifies and projects trends related to the management of these programming pieces. Informs the unit managers up to date on policy and statute changes that could affect team travel, student insurance practices, or vendor relationships. Manages systems and independently executes program changes internally as needed to comply with policy and statute/legal changes.
9% PROGRAM INTEGRITY (Credit Cards) Maintains accurate records for Athletic Department travel credit cards. Monitors the use of these cards to ensure that they are being used according to policy. Applies critical analysis to recommend effective policy changes and writes policy and procedures to reflect external policy and legal requirements.
8% INTERNAL AUDIT CONTROLS Audits expenditures on travel-related worksheets to comply with State of Oregon, Athletic Department Policies and Procedures, and NCAA rules. Verifies air travel authorizations and receipt documentation, determining allowable mileage and appropriate rates. Responsible for ensuring that all rules and regulations are followed when reimbursing personnel. Advises departmental personnel as to any University, State, or department rule or policy which may affect reimbursement. May independently execute and alter internal programming changes to comply with current policy/statutes.
2% YOUTH PROGRAMMING CONTACT/CAMP COORDINATOR Works with the university to ensure PCI Compliance for camp registration software.
2% BUDGET RECONCILIATION Authorizes all travel advance check requests according to University, State, and Departmental rules and policies. Records and disburses travel advance checks. Reconciles Monitors unused tickets and maintain log of tickets returned to travel agencies for refund.
2% CONFERENCE AND NCAA TRAVEL REIMBURSEMENTS Prepares and submits both PAC-12 Conference and NCAA travel information for post-season events to respective offices in order to ensure maximum reimbursement to Oregon State for their participation in such events.
2% OTHER Assists in year-end processing and closing of Athletic Department travel and payable documents. Contributes to prep/follow up of annual NCAA Audit. Answer phones and assist general public by providing information and explanations to callers and visitors to the Business Office. Performs other office tasks or special projects as directed by supervisor.
Bachelor’s degree from an accredited university or college in Business, or related field AND
2 years of experience in a professional or intercollegiate athletic business office with progressively responsible experience in business operations. OR
3 years of experience in a professional or intercollegiate athletic business office with progressively responsible experience in business operations.
Proficient in (systems such as MS Word, Excel).
Proven excellence in interpersonal and customer service skills with the ability to build rapport and maintain relationships at all levels.
Strong problem solving, time management and organizational skills with the ability to initiate and complete projects within deadlines.
Familiarity with NCAA rules and regulations.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.
Experience working with NCAA rules and regulations.
Demonstrated ability to multi-task in a fast paced environment.
Demonstrated ability to effectively and courteously communicate verbally and in writing.
A demonstrable commitment to promoting and enhancing diversity.
Additional Salary Information: Salary is commensurate with education, training and experience