JOB SUMMARY Oversees the day-to-day administration of the company’s travel and business expense reimbursement program ($20 million of budgeted expense, over 5,000 company travelers). Responsibilities include ongoing education of employees, enforcement of policy, management of travel and expense systems, and analysis of travel spend data to aid strategic policy design and procedural decisions with Senior Leadership. Serves as the company’s primary contact with both travel and expense reimbursement vendors regarding contractual compliance as well as liaison between BSW Holding executives and the travel vendors.
ESSENTIAL FUNCTIONS OF THE ROLE
Responsible for managing the Travel & Expense systems to ensure full functionality, utilization, and system design.
Manages vendors in areas of configuration, interfaces, testing, workflow changes, data accuracy, and enhancements.
Responsible for enforcement, communication, and education of Travel policy.
Regularly reviews T&E requests and provides additional clarification as needed to ensure adherence to policy.
Evaluates monthly T&E spend analysis to evaluate cost savings opportunities and contractual compliance to terms of existing travel vendor contracts (airline, hotel, car rental, etc.); routinely proposes changes to senior leadership based on data analysis.
Develops, manages, and coordinates end-user training to ensure program compliance and best practices.
Serves as primary resource for questions regarding travel policy and expense systems; troubleshoots and resolves issues.
Identifies and recommends opportunities for efficiencies and assist management with the revision of procedures, guidelines, and policies.
KEY SUCCESS FACTORS
Verbal and written communication skills. Ability to interact with a wide range of constituencies.
Ability to manage high volume of interactions with employees and vendors (via phone, email, in person, etc.)
Ability to successfully interact with program stakeholders (external vendors and regional, divisional, and executive leadership).
Excellent problem solving and research skills; and ability to deliver resolution and findings timely and clearly to impacted users.
Ability to adapt to rapidly changing priorities and manage deadlines and deliverables.
Proficient knowledge of travel industry operations, IRS travel/fringe benefit guidelines, the expense reimbursement tool (Concur), and general understanding of overall travel and reimbursement procedures.
Skill in the use of computers and related software applications.
Ability to collaborate with IT and vendors regarding T&E system design, maintenance and functionality.
Ability to travel to provide training/support to various BSWH geographic locations.
BENEFITS - Our competitive benefits package includes the following
Immediate eligibility for health and welfare benefits
401(k) savings plan with dollar-for-dollar match up to 5%
PTO accrual beginning Day 1
Note: Benefits may vary based upon position type and/or level
EDUCATION - Bachelor's Degree or a High School Diploma plus 9 years of work experience
Baylor Scott & White Health (BSWH) is the largest not-for-profit health care system in Texas and one of the largest in the United States. With a commitment to and a track record of innovation, collaboration, integrity and compassion for the patient, BSWH stands to be one of the nation’s exemplary health care organizations. Our mission is to serve all people by providing personalized health and wellness through exemplary care, education and research as a Christian ministry of healing. Joining our team is not just accepting a job, it’s accepting a calling!