6 days old

Supervisor, Travel Services

Rotary International
Evanston, IL 60201
Job Title:            Supervisor, Travel Services

Area:                   Operations & Administration

Reports to:         Manager, Travel Services

Classification:    Exempt

Location:            Evanston, IL

(Currently working remote but will return to office - must be willing to relocate or currently live in the Chicagoland area)


Organization Overview

Rotary is a membership organization that unites people from all continents and cultures who take action to deliver real, long-term solutions to pressing issues facing our communities and the world. Each year, Rotary members expand their networks, build lasting relationships, and invest more than $200 million and 16 million volunteer hours to improve lives and create positive change in the world. In exchange for hard work and dedication in support of Rotarys clubs, members and other participants, and their humanitarian service projects, our employees receive competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. To learn more, visit http://www.rotary.org.


Rotarys Commitment to Diversity

As a global network that strives to build a world where people unite and take action to create lasting change, Rotary values diversity and celebrates the contributions of people of all backgrounds, regardless of their age, ethnicity, race, color, abilities, religion, socioeconomic status, culture, sex, sexual orientation, and gender identity.


General Overview

The Supervisor, Travel Services, acts as the primary contact between the global travel services team, the TMC agency and affiliate offices, RI volunteers, travel manager, finance department and RI staff, ensuring exceptional customer service to Rotary travelers while facilitating cost effective control.


You Will Have                                            

  • Bachelor's degree (BA/BS) or equivalent; or seven to ten years related travel experience

  • Travel industry knowledge - airline or corporate travel management supervisory experience with concentration in international travel

  • by airline or agency in a supervisory role

  • Excellent written and oral communication skills with ability to adapt communication style to meet the needs of diverse, multi-cultural travelers

  • Excellent customer service skills

  • Supervisory and conflict management skills

  • Expert knowledge of international ticketing, GDS platforms (Sabre, Amadeus), global geography

  • Strong analytical capacity, problem solving and independent decision-making skills

  • Ability to work independently with limited supervision as well as in a team environment

  • Ability to balance multiple tasks and prioritize appropriately, while adapting to spontaneous, urgent issues

  • Excellent computer skills, particularly Microsoft Office suite, Concur and SharePoint

  • Strong coaching, interpersonal communication and relationship skills


Nice to Have

  • Process improvement experience or knowledge

  • GTP certification

  • Proficiency in a foreign language.


You Will Be Responsible For

  • Provide guidance and workflow management for the daily operation of the organization's travel department in scheduling and obtaining domestic and international travel and hotel accommodations, rental cars, and other related services for Rotary-funded staff and volunteers traveling on organization business.  

  • Provide travel staff with leadership and technical support to achieve departmental objectives and ensure the effective delivery of the desired end-to-end customer experience. Guide travel staff to provide advice and counsel to volunteers and employees on booking, medical, visa, and other requirements for international travel.

  • Ensure travel accommodations are obtained at the best possible cost consistent with Rotary travel policies and that files are documented for periodic audit.

  • Collaborate with Rotary business units in advance of meetings to strategize planning. Resolve problems, manage exceptions and respond to varied departmental and external requests.

  • Provide consultation and industry knowledge to help ensure appropriate corporate responsibility for travelers is maintained effectively, including personal traveler safety, traveler tracking, event security, global situational awareness as related to Rotary travelers.

  • Design, produce and distribute various information tracking and management reports as required. Develop and create periodic reports regarding travel costs and departmental performance for both management and transparency purposes.

  • In collaboration with relevant finance and operations teams, oversee the travel expense payment and reconciliation processes to ensure timely payment and accurate accounting of expenses, including payment platform vendors, travel agencies, data aggregators, etc.

  • Support the coordination and integration of various internal and external data sources, databases and information networks between travel service providers and processing of related expense data into RI accounts receivable, accounts payable, corporate reporting, and/or general ledger systems, including review and approval of volunteer and staff expense reports.

  • In collaboration with the travel manager and relevant finance teams, develop and monitor budgets for Travel Services cost center; assist and provide data/information to other business units to assist in the development and monitoring of their travel-related budgets.

  • Develop travel training programs for staff and RI officers, volunteers, travel counselors and/or program participants.

  • Remain current with travel industry trends to proactively and continually seek and achieve cost reductions, revenue gains, and service improvement opportunities.

  • Perform other duties as required.

Supervisory Responsibilities                                                    

  • Supervise day to day operation of the travel services office. Coach and direct the TMC and affiliate travel counselors assigned to Rotary.

Budget Responsibilities

  • $7M annual budget

  • Assist department and cost center managers with development and compliance to their respective air travel budgets

  • Assist travel manager with development of and compliance to travel department budget


Leadership Attributes

  • Communication: Be open to receiving ideas from diverse viewpoints and able to communicate messages so that they are universally understood.

  • Global Perspective: Anticipates trends in the global humanitarian market to make decisions on where to focus Rotarys efforts.

  • Accountability: Have a clear sense of ownership and take personal responsibility for actions.

  • Strategy: Identify Rotarys opportunities and design approaches that align with our strategic goals.

  • Adaptability: Respond to changes willingly and recognize when to adjust based on the situation.


Why work for Rotary?

  • Generous medical, dental, and vision benefits package

  • Progressive 401k matching contributions

  • Above market and generous paid time off package

  • Tuition reimbursement

  • Professional development opportunities

  • On-site cafeteria and coffee bar with special pricing for Rotary employees

  • Flextime-several different work schedules to choose from

  • Close to CTA, Metra, a variety of stores, and many food options


Posted: 2021-10-15 Expires: 2021-11-14

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Supervisor, Travel Services

Rotary International
Evanston, IL 60201

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