Coordinates professional and group travel, events, expense processing, and related administrative support for IFAI staff and external stakeholders. Maintains relationships with the university travel office and stakeholders, applies higher education travel policies, processes complex expenses, and supports event logistics, setup, and breakdown. The role also requires occasional local and out-of-town travel, evening or weekend event support, and effective communication in a fast-paced professional office.
Events and Travel Coordinator
Summary Of Job Duties
The Events and Travel Coordinator position supports the Indigenous Food and Agriculture Initiative (IFAI), a national legal and policy research center. The Events and Travel Coordinator is responsible for supporting the IFAI’s professional staff by booking travel and processing expenses in a timely manner in accordance with travel policy, as well as liaising with the University of Tulsa Travel Office and staff on IFAI travel matters. The Events and Travel Coordinator will also be involved in coordinating group travel for external stakeholders on an as-needed basis.
Regular, reliable and non-disruptive attendance is an essential job duty, as is the ability to create and maintain collegial, harmonious working relationships with others in a fast-paced professional office.
Qualifications
- Minimum Qualifications:
- An associate’s degree or equivalent combination of education and/or experience
- Previous experience coordinating travel and/or processing complex expense reports in a professional setting
- Knowledge of higher education institution travel policies and procedures
- Preferred Qualifications:
- Experience working with/for Tribal Nations, Tribal citizens, or Tribally owned entities
- Experience with Concur
- Knowledge, Skills & Abilities:
- Knowledge of higher education institution travel policies and procedures
- Advanced word processing, spreadsheet, presentation, and database software skills
- Ability to learn and implement organizational policies and processes
- Ability to present facts and recommendations effectively in oral and written form
- Ability to professionally maintain composure and effectiveness under pressure and changing conditions
- Ability to establish and maintain cooperative working relationships
- Ability to learn department operating policies, procedures, systems, methods, and tasks
Responsibilities
- 10%: Help maintain and further develop collaborative relationships with external stakeholders
- 40%: Coordinating group travel and events for external stakeholders and internal needs
- 40%: Supporting IFAI's professional staff with their travel needs and processing expenses
- 10%: Other duties as assigned
Physical Requirements
- Ability to sit, stand, and walk for extended periods throughout the workday.
- Ability to use a computer and other standard office equipment for prolonged periods.
- Ability to communicate effectively in person, by telephone, and through electronic means.
- Ability to occasionally bend, stoop, reach, and lift or carry materials weighing up to 25 pounds.
- Ability to travel locally and occasionally out of town to support meetings, events, trainings, and stakeholder activities.
- Ability to move between event locations and meeting spaces and assist with event setup and breakdown as needed.
- Ability to work occasional evenings, weekends, or extended hours in support of events and organizational needs.
- Ability to perform the essential functions of the position with or without reasonable accommodation.
About UsThe University of Tulsa is a student-centered research university that cultivates interconnected learning experiences to explore complex ideas and create new knowledge in a spirit of free inquiry. Guided by our commitment to service and inclusion, we prepare individuals to make meaningful contributions to our campus, our community, and our world.
The University endeavors to create and nurture an informed and inclusive environment in its workplace and educational programs. Affirmative action and equal employment opportunity are integral parts of the University not just because they are legally mandated, but because we recognize that the present and future strength of the university is based primarily on people and their skills, experience, and potential. The University does not discriminate in access to, or treatment or employment in, its programs and activities on the basis of race, color, age, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, veteran status, disability, genetic information, ancestry, or marital status. The University seeks to recruit, select, and promote students, faculty, and all other employees on the basis of individual merit.
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