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Travel Coordinator

Date Posted: 05/03/24

Job Title:                                 Travel Coordinator    

Division/Department:              Business Auxiliaries

Reporting Relationship:          Director of Auxiliary and Insurance Services

Location of Job:                      Trippet Hall

Work Schedule                       Full Time

Exemption Status                    Exempt

Payroll Status                          Monthly

Wabash College seeks candidates for its open position of Travel Coordinator.   The Travel Coordinator serves a critical role for the College related to travel management including travel arrangements, contracting, and reporting.  The position is responsible for coordinating domestic and international travel for faculty and staff, student immersion travel and individual class trips, and other group travel events.  The Travel Coordinator supports other programs of the College including arranging local ground transportation, scheduling vehicles and drivers, and managing the driver eligibility process. This position assists in the preparation or review of travel expense reports, recharges motor pool costs, and orders foreign currency.  This position will report to the Director of Auxiliary and Insurance Services and may require some evening and weekend work.

Primary Duties and Responsibilities

  • Assist faculty and staff with proposals and budget planning for immersion and class trips.
  • Research, secure, and verify airline, hotel, transportation, tour and event reservations associated with College travel.
  • Produce and collect travel waivers and agreements for immersion trips.
  • Assist international students with obtaining travel visas for immersion trips as needed, in cooperation with the Director of International Students and Off-Campus Studies.
  • Conduct orientation session for individuals preparing to travel on immersion trips.
  • Work with Director of Auxiliary and Insurance Services to secure appropriate purchasing card limits for individuals traveling on immersion trips, and to ensure that proper travel insurance coverage exists.
  • Prepare necessary travel forms, including student emergency identification and consulate cards.
  • Assist immersion trip leaders with expense reports.
  • Coordinate, plan, implement and assess all aspects of ground transportation requirements including campus-owned vehicles, rental vehicles, college drivers, and airport shuttle service.
  • Administer the qualification process for College drivers, including submission of Motor Vehicle Reports.
  • Verify travel authorizations, travel advance requests, and expense reimbursements are completed correctly.
  • Order foreign currency and document for expense report.
  • Manage the budget and financial reconciliations for campus travel operations consistent with college guidelines and business processes.
  • Support other Business Auxiliary team functions.
  • Perform other duties as assigned.

Qualifications Include:

  • A Bachelor’s degree or four years work experience.
  • Experience in travel arranging, coordination, procurement, and expense reporting is preferred.
  • Exceptional organizational skills, high degree of professionalism and poise, capability to adapt to last-minute changes, and ability to work both independently and in work teams are required.
  • Excellent written and oral communication skills are required.
  • Proficiency with the Microsoft Office suite of products including Windows, Excel, Word, and related programs is preferred.

How to apply:

Please upload cover letter, resume and contact information of three professional references on the Wabash website at:

Resumes will be accepted until the position is filled.

Wabash College, a liberal arts college for men, seeks faculty and staff who are committed to providing quality engagement with students, high levels of academic challenge and support, and meaningful experiences that prepare students for life and leadership among diverse populations around the globe. Wabash is an equal opportunity employer and welcomes applications from persons of all backgrounds.


Catherine Metz
Director of Human Resources
Human Resources
Wabash College
P.O. Box 352
Crawfordsville, IN 47933

For general questions about the position or the department, contact:

Catherine Metz
Director of Human Resources
Human Resources


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