University Study Abroad Planner

Corporate Travel Management (CTM) Group; United States; On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

401(k) Match

Paid Parental Leave

Generous PTO

Employee Assistance Plan

Job summary

CTM Group is seeking a skilled program coordinator to manage full-service university study abroad programs, coordinating group air, hotel, and transfers. You will lead planning from concept through execution, serving as the primary contact for clients and stakeholders.

The role requires significant vendor negotiation, budget tracking, and on-site presence to ensure timely delivery and superior service. Strong knowledge of event platforms (Cvent) and travel systems is essential.

Qualifications

• High school diploma or equivalent is required.
• Minimum of 3 years meeting planning experience.
• Sabre knowledge with at least 3 years experience.
• Cvent knowledge and use of Google Suite.
• University student and athletic group experience is a plus.

Responsibilities

• Source air charters, hotels, meeting space, and transportation.
• Provide hotels with rooming lists, revisions, and team itineraries.
• Prepare final folios and invoices for coaches/universities.
• Lead vendor negotiations and contract execution for hotels, venues, and AV.
• Manage program from concept to completion to meet timelines and budgets.
• Travel on-site as needed and maintain professional demeanor.
• Record budget, costs, savings, and contract details in Cvent or applicable system.
• Provide client with summaries of terms, due dates, and total costs.

Skills

Meeting planning

Vendor negotiation

Budget management

Client communication

Project coordination

Tools

Cvent

Sabre

Google Suite

e-RFP systems

Job description

This position is responsible for all aspects of full-service university study abroad programs of various size and scope encompassing group air, hotel and transfers. The primary responsibility is to manage all facets of the planning process and be the primary point of contact for study abroad clients.

Schedule / Shift

8a-5pm M-F CT

Responsibilities and Duties

• Source Air Charters when requested.
• Source hotels, meeting space, and transportation.
• Provide hotels with Rooming lists, revisions, and team itineraries.
• Request and review final folios and invoices and provide to Coach/University
• Source meeting space, team meals and AV requirements.
• Program management from concept to completion; to include meeting and striving to
• exceed program goals, and objectives, contracting with suppliers, creating cost estimates.
• for budget purposes, program execution and reconciliation.
• Lead discovery calls to engage customer and learn about the meeting needs focusing on
• the goals and objectives of the program. Include all internal stakeholders.
• Make destination recommendations; submit eRFP’s through Cvent for a diverse group of
• customers with consideration of the program goals, objectives, budget, and space
• Produce accurate documents/reports for clients and vendors in conjunction with account needs.
• Conduct effective vendor negotiations and contract execution to include terms, due dates,
• cost savings and concessions for hotel/venue, ground transportation, DMC, audio-visual
• production, food & beverage, Facilitate contract execution between the parties in a timely
• Provide meeting owner/requester a summary of all terms, due dates, total costs and
• deposits to meet and exceed program timelines and deadlines.
• Record accurate budget, cost, savings, and contract execution in Cvent or applicable.
• Ability to travel on-site with programs as needed. While on-site, employee should
• maintain a professional demeanor and project a positive reflection of Travel and
• Manage program reconciliation, invoicing, accounts payable, and accounts receivables.
• for each program; when applicable. Follow-up to ensure timely payment processing and
• Provide exceptional service and manage the relationship with the meeting owner.
• Proactively offer professional recommendations to the client based on industry knowledge.
• and expertise. Secure repeat business.
• Other duties as assigned.

Required of all CTM Positions

• Embrace CTM’s core values of Connect, Evolve and Deliver.
• Professional, collaborative and supportive interaction with employees, clients, suppliers and vendors.
• Ability to work independently as well as part of a team.
• Appropriate and professional written and verbal communication.
• Demonstrated ability to meet deadlines, handle and prioritize simultaneous requests.
• Creative and analytical thinking with strong problem-solving and consultative skills.
• Demonstrates calm under pressure – is a proactive contributor and eager to learn.
• Proficiency in Microsoft Office Suite.
• Ability to do basic math.
• Ability to read and interpret information.
• Regular and reliable attendance.

Education and Experience

• High school diploma or equivalent is required.
• Minimum of 3 years meeting planning experience required.
• Sabre Knowledge – A minimum of 3 years
• Cvent Knowledge
• Google suite
• University Student and Athletic Group Experience a plus

Knowledge, Skills, And Abilities

• Demonstrate a collaborative work style by using a consultative approach with clients, and
• peers, to quickly assess information, anticipate issues and outcomes, and make effective.
• recommendations including ability to draw clear conclusions. Escalate to leadership for
• guidance when necessary.
• Strong knowledge of domestic and international destinations, hotel brands and venues.
• General working knowledge of e-RFP, registration technology and on-line booking tools
• utilized in Events.
• Identify process efficiency opportunities and challenge the status quo. Work with
• leadership team on efficiency opportunities, account specific best practices and continual
• Organization Skills
• Ability to work evening hours, weekends, and longer hours during high volume periods.

EEO Statement

CTM NA is an equal opportunity employer and is committed to fostering a diverse, equitable, and inclusive workforce. All qualified applicants applying for job openings posted in the U.S. will receive consideration for employment without regard to, and will not be discriminated against on the basis of, race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, marital status, or any other characteristic or status protected by applicable law.

If you are a qualified individual with a disability or a disabled veteran and would like to request an accommodation in order to apply for a position, you may contact us at [e-mail]. We will make every effort to respond to your request for assistance as soon as possible. Please provide a preferred contact method for response via email or phone.

Flexible work arrangements are available. Depending on role, location, and business needs, colleagues may work onsite, hybrid (combination of in-office and virtual) or fully virtual.

Benefits Program

We provide competitive and comprehensive benefits programs, tailored to each part of the globe our people work in. From walking and fitness challenges to volunteer experiences, flexible work environments, generous leave programs and retirement plan options, we offer ways to support you in every stage of living your best life.

Voluntary Long-Term Disability Insurance

Robust Wellness Program with incentives available to save money on your medical insurance premiums.

Supplemental Life; Accident; Cancer; Critical Illness; Identity Theft Protection and Legal Coverage

Three medical plan offerings including a High Deductible Health Plan, HMO plan (available in select states) and a Co-Pay medical plan.

Health Savings Account (HSA) with company core contribution and match, on a per pay period basis if enrolled in the HDHP medical plan.

Vision Insurance Plan

9 Company Paid Holidays including the day after Thanksgiving.

Generous paid time off programs for vacation and sick days

Employee Assistance Plan with access to Talk Space Therapy

Paid Parental Leave (4 weeks)

Maternity benefits utilizing company paid STD, plus Parental Leave (4 weeks) to provide time for recovery, baby bonding, and enjoying your family time.

401(k) Retirement Plan with a generous match per pay period