Travel Logistics Coordinator II - LU Send

Travel Logistics Coordinator II - LU Send

Company:
Liberty University

Job Location:
Lynchburg, 24502

Category:
Conference and Events Administration

Type:
Full-Time

Job Number: R0010946
Responsible for facilitating the coordination and development of various initiatives and projects within the Office of Spiritual Development (OSD).

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Execute all logistical components for outgoing programs, including airfare coordination, ground transportation, airport transfers, in-country purchases, insurance needs, and visa support.
• Process finalized program contracts and coordinate with in-country affiliates to complete Affiliation Agreements, addenda, REQs, POs, vendor payments, and related travel documentation.
• Maintain program logistics in LU Send systems (VIA-TRM, Airtable, Travefy), ensure accurate transit plans, rooming lists, meal planning, and daily operational updates aligned with approved itineraries.
• Prepare and distribute all travel materials-including emergency kits, liability documents, luggage tags, and logistical supplies-for trip leaders and participants.
• Manage logistical financial processes such as airfare and land cost invoices, deposits, payment schedules, vendor amendments, and other transactions in alignment with LU financial policies.
• Support travel-related payments and refunds, including overpayments, withdrawals, vendor changes, and policy-compliant adjustments, and oversee cash advance requests and reconciliation.
• Provide technical support and troubleshooting for logistics systems, maintain accurate records, and communicate system updates to staff and programs.
• Work with supervisor and team to create surveys and support data collection for evaluation, reporting, and continuous improvement on logistics.
• Uphold LU Send policies, procedures, and deadlines with professionalism.
• On occasion, participate in scouting trip locations to confirm trip logistics and serve as a leader of group trips as needed.
• Promote active and broad participation by faculty, staff, and students in all areas of the department's work.
• Assist in the planning, coordinating, and execution of all department events and opportunities as directed.
• Remain well-informed of all leading technologies, processes, and engagement for best hospitality, communications, and event management.
• Strictly adheres to Liberty University policies, representing the University in an exemplary manner.
• Works effectively as a team member, embracing and fostering LU's Christian model and Mission - Training Champions for Christ.

REQUIRED & PREFERRED QUALIFICATIONS AND CREDENTIALS

Education and Experience:

• Four-year college degree or the equivalent.
• 2-3 years+ experience in professional training

Preferred Experience:

• Master's degree
• 3 years+ experience in a business or non-profit organization

ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB

Communication and Comprehension

• Ability to effectively communicate both verbally and in writing to convey clear, well-articulated information.
• Ability to understand, speak, and write English in order to convey messages and correspond in an articulate and professional manner.
• Possess public communication skills that allow professional representation of Liberty University to a variety of business and community customers and associates.
• Strong organizational skills.
• Excellent computer skills.

Problem Solving

• Intuitively able to reason, analyze information and events, and apply judgment in order to solve problems of both a routine and complex nature.

Physical and Sensory Abilities

• Frequently required to sit for extended periods to perform deskwork or type on a keyboard.
• Regularly required to hear and speak in order to effectively communicate orally.
• Occasionally required to stand, walk, and climb stairs to move about the building.
• Handle materials, reach overhead, kneel or stoop in order to conduct business.
• Regularly lift 10 or fewer pounds.
• Regularly required to travel to local, domestic, and international locations.

WORKING CONDITIONS

Work Environment

The working environment in which one will typically perform the essential functions of this position is a climate-controlled office setting. It is well lighted and the noise level is moderate.

Driving Requirements

If the employee is required to travel in performing the duties and responsibilities of the position, the use of one's personal vehicle (or LU vehicles) may be required for travel. Proof of a valid driver's license, an acceptable DMV record, LU Driving Approval, and liability insurance is required when driving in the performance of the employee's position.

Time Type
Full time

Location
Onsite