Purchasing Buyer-Travel Services

Position Title Purchasing Buyer, Travel Services The Opportunity

The Purchasing Buyer, Travel Services provides oversight and guidance for all business travel needs for Mines as a University, and for Mines employees. The Purchasing Buyer, Travel Services will manage vendor selection process for travel partners, including negotiating contract terms and rates. This position will assist the university in maximizing resources by efficiently processing large volume of expense transactions and identifying ways to streamline payment processes. The Purchasing Buyer, Travel Services is responsible for purchasing, arranging and scheduling of travel and travel services, to meet the needs of Mines administrative and academic departments, and will comply with regulatory guidelines, accepted public purchasing and travel principles, and University policies.

Responsibilities

Travel Oversight: Administration, Training, & Policy Compliance

• Receive and maintain professional travel certification within 12 months of hire.
• Identify and develop best practices for travel practices including, but not limited to:
  • Determine appropriate booking sites and vendor partners.
  • Determine needs of traveler and best way to assist within the framework of Mines financial and travel policies.
  • Identify audit limits/thresholds for leadership expense approvals
  • Monitor domestic and international travel guidelines, requirements, and trends to provide advice and counsel to Mines’ travelers
  • Capturing reportable data to analyze expenses and optimize negotiated contract terms.
• Develop and train programs in travel procurement rules, regulations and methods. This includes updating guidance when necessary.
  • Attend applicable trainings and meetings as a representative of Mines Travel Services.
  • Attend external trainings and meetings and transfer knowledge into the current Mines travel process and policies.
  • Identify gaps in training content and/or future training requirements, and guide the work necessary to address it.
• Serve as the campus authority for Mines’ staff travel and complete initial intake for travel (local, national, and international) requests. This includes:
  • Interpret and analyze needs of travel compared to allowable national and international travel rules.
  • Inform divisions of procurement laws, rules, regulations, policy or procedural changes to uphold compliance requirements.
  • Recommend and develop procedural and guideline changes to enhance the travel experience for Mines staff and integrate industry best practices.
• Develop effective working relationships with internal customers and fund approvers.
  • Manage and de-escalate travel issues, including after-hours issues.
  • Resolve any problems with travel or accommodations.
  • Utilize accounting practices to analyze and correct incomplete or incorrect information submitted by traveling parties, this includes but is not limited to reviewing travel needs and cost/value while working in the best interests of Mines.
• Determine the appropriate travel solution to meet the specific itinerary and cost need.
  • Book and issue airline, hotel, car and other tour reservations accurately and efficiently.
  • Keeps current directory of hotels, motels, and timetables, and answers inquiries concerning routes, fares, and accommodations.
  • Check queue’s daily to ensure that all issued requests are complete in a timely manner.
  • Audit requests to ensure appropriate approvals are obtained (e.g., department head, center) and verify approvals, if missing or incomplete.
  • Coordinate with vendors and travelling party to ensure all travel needs are scheduled and set.
  • Recommend and secure travel insurance is obtained based on need.

Procurement Reconciliation and Compliance

• Ensure travel expense is applied to appropriate cost centers, departments, project and teams.
• Reports expenses and allocations to Finance, Budget, Procurement or the Controller.
• Partner with P-card administrators to optimize buying power and ensure best use of card purchases and rebates.
• Coordinate with Procurement to ensure that travel purchases are in compliance with purchasing rules.
• Identify, investigate and resolve issues associated with purchasing: lost/incomplete documentation, procurement violations, change orders, vendor disputes, etc.
• Collect, organize, and maintain expense data associated with travel for purposes of reporting and determining efficiencies.
• Establish reporting on collected data and analyze data to determine trends and issues.
• Ensure l discounts available to Mines are applied. Monitor usage to ensure travelers are honoring Mines’ contracted agreements and following travel guidelines.

Travel Workflow: Development and Evaluation

• Design processes and approval path for travel, such as pre-approval or emergency travel changes.
• Create workflows for approvals and implement across campus.
• Develop campus customer information and guidance on the travel process.

Travel Booking Tools and Resources

• Develop shared tools to track spend and to access travel invoices.
• Evaluate all booking options and create internal guidance for those options.
• Compile list of information where commissions may be paid on travel booking and what percentage each type of booking might result in revenue to Mines from necessary and appropriate travel.
• Other duties and responsibilities to support the advancement of the program and Mines.

Minimum Qualifications

Bachelor’s degree AND two (2) year of progressive and professional level experience in travel coordination or expense reconciliation, preferably in a university setting. Experience must include demonstrated experience in Microsoft Office Suite (Word, Excel, PowerPoint).

Preferred Qualifications

• Two or more years of experience negotiating terms and conditions/contracts.
• Two or more years of experience working in the travel industry.
• Experience working in institution of higher education.
• Knowledge and comprehension of general accounts payable and purchasing practice.
• Experience developing and working with database reporting and ability to learn software systems.
• Experience identifying, building, and facilitating training content.

About Mines & Golden, CO
Mines is consistently ranked among the top engineering colleges in the United States and ranks number one as the best public school in the state for best value colleges. Mines is located in the heart of Golden, Colorado, a western suburb of Denver. The campus location offers a small-town ambiance with close proximity to all that the Denver metropolitan area has to offer with an abundance of cultural events, museums, theaters and sporting venues. An arid climate and an average 300 days of sunshine per year make the area an ideal place to live, work and play. We seek individuals who value a diverse and inclusive community – offering different perspectives, experiences, and cultures that enrich the educational and work experience. Equal Opportunity

Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran status or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses.

Mines’ commitment to nondiscrimination, affirmative action, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a diverse student body and workforce.

Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequity or concerns for safety.

Pay Range

$55,300 - $61,600

Mines takes into consideration a combination of candidate’s education, training and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees.

Total Rewards Mines is proud to provide exceptional benefits that include pay, health & wellness and work/life balance offerings. Our portfolio of benefits includes medical, dental, vision, disability insurance, flexible spending accounts, life insurance, and retirement savings plans. Additionally, Mines employees are eligible for tuition benefits (for employees and dependents), generous paid holidays and leaves and discount programs. For more information, visit Mines benefits . How to Apply Applicants will be asked to complete an online application (personal information, demographic information, references, veterans status) and upload a resume and cover letter (required). References will not be contacted until later in the selection process and you will be informed before that contact is made. Background Investigation Required Yes COVID-19 Vaccine Requirement This position will require documented proof of full COVID-19 vaccination or exemption because of a medical or religious exclusion. New employees will be required to provide attestation to their status with proof of vaccination upon hire. Religious and medical exemptions and reasonable accommodation shall be addressed as required by law pursuant to the Equal Employment Opportunity Commission’s vaccination guidance.


Advertised: Jul 29, 2022 Mountain Daylight Time
Applications close: Aug 19, 2022 11:55 PM Mountain Daylight Time