Coordinator III

This Coordinator III position is responsible for managing and coordinating multiple travel-related programs and services within the Caine School of the Arts, supporting student travel, guest artist and scholar visits, and affiliated programs. The position ensures compliance with university travel policies, provides expert guidance and booking services, and maintains accurate records and program communications.

Differential Tuition Student Travel Program:

• Review and verify student travel proposals for eligibility and accuracy.
• Guide students through the application, budgeting, and approval process.
• Track budgets, matching funds, and overall program expenses.
• Schedule and meet with individual students and groups to plan travel.
• Purchase travel and maintain program documentation.
• Recommend and implement program improvements.
• Keep the program website and related communication materials current.

Visiting Artists and Scholars Series:

• Collect and submit necessary contract information for visiting artists and scholars.
• Coordinate travel arrangements (airfare, lodging, ground transportation).
• Attend planning meetings to align travel logistics with program needs.

Lyric Repertory Company Travel:

• Coordinate and book travel for Lyric Repertory Company members.
• Determine appropriate travel dates, costs, and accommodations.
• Prepare and distribute detailed travel itineraries.

Travel Coordination & Advising:

• Research travel options, provide recommendations, and book travel for students and guests.
• Respond promptly to travel inquiries and support travelers with logistical questions.
• Provide after-hours support for urgent travel changes on a limited basis.

Financial Coordination & Compliance:

• Initiate and submit Travel Authorizations (TA) and Travel Reimbursements (TR).
• Review and process travel P-Card purchases at level 10 approval authority.
• Track and reconcile travel expenses, submit documentation for approvals.
• Collaborate with the Business Services team on financial documentation and reporting.
• Stay current with USU travel policies and procedures and serve as a resource for travel regulations for Caine School constituents.

General Administrative Support:

• Maintain records and documentation across all programs.
• Assist with other aspects of the Differential Tuition Program as workload allows.
• Provide Caine School reception desk coverage as needed.
• Perform other related duties as assigned by supervisor.

Minimum Qualifications:

• Four years of related work experience; or an associate degree/technical training plus two years of related work experience; or a bachelor’s degree in a business field is required.

Preferred Qualifications:

• Experience in the arts.
• Experience working with students.

Knowledge, Skills, and Abilities:

• Strong knowledge of university travel policies and financial systems.
• Ability to manage multiple projects and deadlines simultaneously.
• Excellent communication and interpersonal skills.
• Attention to detail and accuracy in budget tracking and documentation.
• Proficiency in travel research and reservation tools.
• Capability to work independently and provide customer-focused service.
• Flexibility and discretion when handling urgent or after-hours travel issues.

Commensurate with experience, plus excellent benefits

Employees typically work in an office environment and are protected from weather conditions or contaminants, but not necessarily occasional temperature changes. However, in certain instances employees may work outdoors and may not be protected from weather conditions. Employees nearly continuously sit and often use repetitive hand motions.

The Caine School of the Arts seeks to make the arts more visible, more innovative, and more fully…