Manager, Global Travel Safety And Operations
Brown University
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Job Description:
Reporting to the Senior Director, the Manager, Global Travel Safety and Operations will oversee the day-to-day relationship with Brown’s travel management company, will collaborate in establishing and managing relationships with travel suppliers, will assess and enhance travel booking resources, and will develop and support compliance mechanisms to align traveler registrations and procedures with the University’s global travel policy. The Manager, Global Travel Safety and Operations will train and update the Brown community on policy, procedures, and travel services and assist with the needs of Brown’s global travelers. Establishing and communicating processes that are clear, efficient, and promote stakeholder engagement and high-quality customer service procedures to serve the diverse needs of our faculty, staff, and student travelers is essential.
The Manager, Global Travel Safety and Operations provides critical support for the University’s travel risk management program, in partnership with the Senior Director. On a rotational basis and in the Senior Director’s absence, the Manager, Global Travel Safety and Operations provides back-up 24/7 emergency coverage for Brown University’s travelers and coordinates incident response management; therefore, work outside of normal business hours may be required on occasion
The Manager, Global Travel Safety and Operations will collaborate externally with vendors and partner organizations, as well as internally with a diverse array of campus stakeholders.
The Manager, Global Travel Safety and Operations will be the subject matter expert for the travel booking platform that supports the Brown University community of travelers.
Major Responsibility: Business Operations 40%
Supporting Actions:
- Serve as the subject matter expert on the global travel industry, keeping abreast of changes in the quickly evolving field, providing guidance and training to Brown travelers on use of the travel platform and working with travel providers to troubleshoot and mediate disputes between the travel booking tool and the Brown University community
- In collaboration with the Office of Strategic Procurement & Contracts, coordinates the strategic sourcing activities for the travel category (hotel, air, ground transport, etc.), and will develop, monitor, and maintain travel contracts and relationships with travel service providers. Will utilize spend data, market information, and operational objectives to identify opportunities that will create efficiencies to reduce cost and deliver long term value
- Is responsible for financial monitoring and reporting for the University’s global travel, providing and interpreting key metrics such as dollars spent by category, savings accrued through card programs and travel initiatives, effectiveness of travel service and supplier relationships, and satisfaction of cardholders and travelers
- Actively supports and maintains the global travel booking platform
- Manages the global travel card administration, in collaboration with Accounts Payable’s travel card program
- Reviews and recommends the evolving travel technology suppliers and mobile applications to improve services and enhance traveler experience (this could be for internal or external applications)
- Collaborates with the University Controller, Senior Director, Accounts Payable and other University constituents to review, maintain, and implement Brown’s global travel policies and procedures
- Will oversee daily operations of the office in the absence of the Senior Director
Major Responsibility: Risk & Safety 40 %
Supporting Actions:
- Oversees the global traveler registration system and process; promotes compliance, evaluates user experience, and manages enhancements and improvements
- Streamlines and manages Safety Plan and program assessment review and approval process with the Global Travel Risk Assessment Committee (GTRAC)
- Assists Senior Director with emergency response, as needed, and serves as backup 24/7/365 point of contact and provides emergency coverage for domestic and international travel incidents for the University, which may require work outside of regular business hours
- With input from Brown’s emergency assistance provider, develops and coordinates comprehensive case management for all travel health or safety emergencies and creates incident reports as needed. Will escalate non-response incidents for further action and investigation, as appropriate
- Establishes and manages relationships with internal and external experts and stakeholders, including units across Brown and key U.S. and foreign government and provider/partner organization contacts, to support and achieve the office’s mission and goals
- Advises travelers on risk mitigation and travel resilience strategies
- Reviews current travel tracking and emergency assistance policies and procedures and suggests improvements, as applicable
- Assist the Senior Director managing compliance with the Clery Act and ensures University travel is compliant with federal regulatory requirements
- May be required to travel for training and assessment per management.
Major Responsibility: Communications & Outreach 20%
Supporting Actions:
- Trains and updates the Brown community on policy, procedures, and travel services, including policy compliance and cost-containment best practices related to travel
- Assists in design and implementation of educational materials and conducts pre-departure trainings for students, program organizers, and trip leaders
- Updates and maintains Brown’s global travel management website
- With supervisor’s guidance, manages a travel advisory group made up of Brown’s campus stakeholders who are greatest consumers of travel at the University as a means of keeping community informed and providing a forum for feedback
- With supervisor’s guidance, prepares customized content related to Brown travel policy changes, success stories, helpful hints/FAQs, etc. for publication in academic or administrative department newsletters
Job Qualifications
Education and Experience
- Bachelor’s degree preferred, or a combination of education and relevant work experience
- Minimum of 3 years related experience in the travel industry, risk management, or travel operations at an institute of higher education or similar complex global organization
- Previous global travel experience, program management, and experience using travel and expense management platforms, including online booking tools, required
- Experience living, working, or studying abroad, preferred
Job Competencies
- Has a deep understanding of global travel industry trends and geo-political events that may impact the University’s travel; knowledge of global issues and understanding of international higher education/education abroad
- Ability to prioritize, think strategically, adjust to shifting demands, problem solve, and carry out responsibilities with minimal supervision
- Is well-organized, maintains composure in pressure situations and crisis management
- Leads with a stakeholder/customer service focus, with demonstrated experience and ability to provide timely responses and maintain effective relationships with Brown’s travel suppliers
- Sound judgment and a high degree of professionalism and discretion in coordinating emergency response and/or confidential situations, attention to detail, and a commitment to teamwork
- Capability to lead and influence stakeholders to obtain results and create enthusiasm and compliance, while working collaboratively as a team member
- Experience with international insurance, emergency management, and/or international education, desirable
- Proficient user of Excel, Word, and PowerPoint, with skills in analyzing and summarizing data
- Comfortable with new technology platforms and ability to identify more efficient ways of working
- Strong verbal and written communication skills, including communication across all administrative and academic levels
- Foreign language proficiency a plus
- Demonstrated ability to promote and support a community of diverse perspectives and cultures in an inclusive environment
All offers of employment are contingent upon a satisfactory criminal background and credit check.
Benefits of Working at Brown:
Information on the Benefits of Working at Brown can be found here.
Recruiting Start Date:
2024-09-17
Job Posting Title:
Manager, Global Travel Safety and Operations
Department:
Office of the Controller
Grade:
Grade 10
Worker Type:
Employee
Worker Sub-Type:
Regular
Time Type:
Full time
Scheduled Weekly Hours:
37.5
Position Work Location:
Hybrid Eligible
Submission Guidelines:
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.
Still Have Questions?
If you have any questions you may contact employment@brown.edu.
EEO Statement:
Brown University is an E-Verify Employer.
As an EEO/AA employer, Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, and caste, which is protected by our University policies.
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