Associate Director Travel & Expense

Advocate Health; Charlotte (NC); Hybrid; USD 90,000 - 130,000; Full time

Job summary

Advocate Health is seeking a seasoned travel and expense leader to oversee all aspects of travel, business expenses, and card programs. You will ensure compliant processing, maintain strong relationships with travel partners, and drive efficiency across the expense lifecycle.

The role requires expert knowledge of AP/T&E workflows, policy implementation, and data analytics, with a focus on cost control and risk management. Experience with Workday/Concur is highly desirable.

Qualifications

• 7+ years in AP and Travel & Expense in a process-driven environment.
• Experience with card programs and finance operations.
• Experience with Workday Financials and travel/tools (Concur/Deem) is highly desirable.

Responsibilities

• Oversee daily operations of travel, expense, and card programs.
• Interface with travel partners and manage relationships and projects.
• Develop and implement travel/expense policies and training materials.
• Monitor data, KPIs, and drive cost-saving strategies.
• Lead end-user training on ERP systems and ensure process adherence.

Skills

AP & T&E

Executive presence

Root-cause analysis

Project management

Team leadership

Data analytics

ERP skills

Excel

Education

Bachelor’s degree or higher in business/finance/supply chain

Tools

Workday Financials

Concur

Deem

Job description

Major Responsibilities:

• Oversee the daily operations of the travel, business expense, and travel and procurement cards, ensuring all financial transactions are processed accurately and timely. This includes all aspects of the travel process including providing appropriate technology allowing for request, approval, capture of receipts, expense management, and duty of care to relationships with travel management partners who assist travelers.
• Serve as the primary interface between the company and the travel-related partners, emerging technology, changes in the program and any other projects.
• Develop and implement travel and expense policies and procedures, ensuring compliance with company guidelines and regulatory requirements. Update and manage training materials, policy and procedures, and communications to establish consistency and best practices.
• Knowledge, expertise, and direct experience in all aspects of travel management and processing including but not limited to IRS rules around reporting and taxation, duty of care in an environment with a mix of domestic and international travel, sustainability, risk management, and mitigation related to travel services.
• Negotiate contracts with travel partners and service providers to ensure cost-effective travel arrangements. Partners with Strategic Sourcing to negotiate supplier contracts with travel providers to drive cost effective and efficient travel.
• Monitor and analyze travel and expense data, identifying trends and areas for improvement. Manages metrics, KPIs and oversight of performance within each measurement and takes action as needed.
• Maintain superior customer service. Develop programs to enhance customer service and maintain constant communication with end-users and suppliers to make certain that department is delivering on this value.
• Collaborate with internal stakeholders to develop programs that foster the training of end-users (expense reports and card reconciliations) on the Enterprise ERP system(s). Work with teammates to routinely evaluate opportunities for training and provide a program for training with end-users. Ensure that end-users have the knowledge to enter expense reports accurately and efficiently.
• Develop and implement strategies to optimize travel and expense management, reducing costs and improving efficiency. Stay up to date with the latest trends and best practices in travel and expense management.
• Partner with technology team to configure and update the system as needed. Provides continuous analysis and development of technology and systems in area of travel and expense reimbursement. Recommends and implements travel system configuration changes to audit rules, expense types, etc. to assist in policy compliance and process efficiency.
• Assist in the resolution of any audit findings related to the Travel & Business Expense system and processes.
• Supports regional entities in their management of travel functions including providing subject matter expertise with regard to innovation, cost reduction and efficiency improvements and assisting in the evaluation and implementation of various products and services under the Enterprise.
• Provides concierge services to senior and executive management including auditing of all CEO and CEO Cabinet expenses.
• Analyzes reports inclusive of spend, volume trends, and exception reporting, budgeting, and forecasting in online travel and expense system.

Education Required:

• Bachelor’s degree in business administration, Finance, Accounting, Supply Chain, Data Analytics, or related field or 7+ years of direct relevant work experience in Accounts Payable or Travel and Business Expense including a minimum of two years supervisory experience will be considered in lieu of degree.

Work Experience Required:

• 7+ years of direct relevant work experience in Accounts Payable and Travel & Business Expense, or similar process-driven environments.
• Experience in Accounts Payable, Travel & Expense management, card program administration, or finance operations.
• Experience with Workday Financials and travel booking/expense tools (Deem, Concur, etc.) is highly desirable.

Knowledge, Skills & Abilities Required:

• Strong knowledge of AP and Travel & Expense workflows, analytics, operations, and best practices.
• Exceedingly strong communication skills, presentation skills and executive presence required
• Ability to interpret data, identify root causes, and diagnose system/process issues.
• Must possess in-depth knowledge of generally accepted accounting principles, proficiency in accounting systems, and strong operational knowledge of the travel and business expense cycle.
• Must have strong project management skills and be able to perform as a project leader to deliver results under deadlines as well as working effectively cross-functionally in a rapidly changing environment.
• Excellent leadership and people management skills, with the ability to motivate and inspire a team.
• Experience in implementing and managing accounts payable and/or travel and business expense technology systems.
• Analytical mindset with the ability to gather and interpret data to drive informed strategic decision-making.
• Excellent communication skills and ability to partner with tech, finance, procurement, and external partners.
• Proficiency with ERP systems (Workday preferred) and Microsoft Office Suite including Excel.
• Highly organized with strong attention to detail and ability to manage competing priorities.

Physical Requirements and Working Conditions:

• Standard office environment; primarily remote or hybrid depending on business needs.
• Limited travel may be required.
• Effectively manage a team in a remote environment.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.