Description of Position: The intern will assist the Cal Athletic Travel Department, supporting all aspects of Intercollegiate Athletic travel. Individuals will develop skills to help plan and arrange airfare, lodging, and transportation for team travel, coaches’ recruiting trips, prospective student athletes’ official visits to campus, and staff travel. The intern will learn about and also help to enforce cost containment strategies, aid coaches in maintaining their travel budgets, and reconcile all expenses and invoices associated with travel.
Assist with all travel arrangements for the Athletic Department. This includes team travel (30 Intercollegiate teams), recruiting (100 coaches traveling year round throughout the world), visiting prospective student athletes, staff and local travel.
Begin to research and negotiate the terms/conditions/rates for team travel accommodations with outside vendors for team hotels, meal functions, and ground transportation.
Help secure, review, and process contracts and direct bill applications for hotels and bus companies.
Aid in coordinating trip details and updating changes the week of travel. This will include providing hotels with rooming lists, team itineraries, and special instructions from the coaches, as well as confirming flight times, pick up and drop off locations, and times for ground transportation.
Compile Team Travel Informational Packets for each team the week of travel.
Work with coaches and budget managers to coordinate upcoming year’s travel.
Serve as the business office liaison with corporate sponsors in the travel sector.
Drive business to designated corporate sponsors.
Track trade usage for accounting purposes.
Schedule and manage the Athletic Department’s vans.
Act as the main point of contact for local travel reservations – hotels, rental cars and airport transfers.
Learn and enforce proper procedure for all travel arrangements, including using the correct forms and obtaining proper approval levels.
Review and process invoices for payment.
Monitor the use of Department, travel-specific, trade agreements (hotels, rental cars, parking cards).
Maintain detailed files on a per-sport, per-trip basis and follow up with vendors to ensure payment s are made in a timely fashion.
Monitor requests and distribution of travel advance checks and distribute.
Help issue, facilitate and track corporate card (direct bill) submissions and numbers. Educate staff on proper use.
Update various IA department systems and filing mechanisms in order to track trips, hotel reservations, flight itineraries, confirmations, etc.
Complete post-season reimbursement paperwork for conference and NCAA
Field phone calls made to the Travel Office.
Copy, file, and fax Travel Department request forms, contracts, invoices, and purchase orders.
Excellent computer skills.
Exceptional communication skills, both written and verbal.
Advanced customer service skills.
The ability to problem solve, multi-task, handle and prioritize a heavy workload, and perform under pressure.
Organized and detail oriented.
Completed Bachelor’s degree or fulfilling final credits required to complete Bachelor’s degree.
The University of California at Berkeley Department of Intercollegiate Athletics staff consists of more than 275 staff members and coaches and sponsors 30 varsity sports programs. These 30 programs include more than 850 student-athletes who participate in various sports events annually within the National Collegiate Athletics Association (NCAA).