OPS Travel Specialist - CyberHerd

The Florida Center for Cybersecurity (Cyber Florida) seeks a temporary Travel Specialist to coordinate travel-related administrative and fiscal activities in support of CyberHerd. This position serves as a primary resource for CyberHerd travel planning, authorizations, reservations, traveler communications, expense documentation, reimbursement processing, and related recordkeeping. The position works with CyberHerd personnel, employees, students, guests, other authorized travelers, and central University offices to ensure travel is timely, accurately documented, charged to the appropriate funding source, and completed in accordance with University and State of Florida requirements. The role also maintains travel records and tracking tools that support internal controls, audit readiness, and successful execution of CyberHerd activities.

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg and USF Health. In 2025, U.S. News & World Report recognized USF with its highest overall ranking in university history, as a top 50 public university for the seventh consecutive year and as one of the top 15 best values among all public universities in the nation. U.S. News also ranks the USF Health Morsani College of Medicine in the highest tier, placing it as one of the top 16 medical schools in the nation and inside the top 10 among public universities. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $750 million in research funding in 2025 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of nearly $10 billion for the state of Florida. USF’s Division I athletics teams compete in the American Conference. Learn more at www.usf.edu.

Responsibilities

Travel Planning and Authorization:
Coordinates travel planning and authorization activities for CyberHerd employees, students, guests, and other authorized travelers. Initiates and monitors travel requests and authorizations; verifies business purpose, funding information, required approvals, and supporting documentation; communicates travel requirements and deadlines; and follows up with travelers and approvers to resolve incomplete or delayed requests. Coordinates with CyberHerd leadership and fiscal personnel to confirm appropriate funding and chartfield information and helps ensure travel is approved before commitments are made, as required.

Travel Arrangements and Traveler Support:
Coordinates allowable travel arrangements in support of CyberHerd, including airfare, lodging, ground transportation, and other approved travel needs, as applicable. Assists travelers with reservations, itinerary information, travel changes, cancellations, and related questions; communicates required documentation and applicable travel rules; and serves as a point of contact before and during travel for routine administrative issues. Works with travelers, vendors, and University offices to resolve reservation, billing, or documentation issues and supports coordinated travel logistics during high-volume CyberHerd activity periods.

Expense Reports, Reimbursements, and Reconciliation:
Collects and reviews receipts and other supporting documentation for CyberHerd travel; prepares and processes expense reports and reimbursements; verifies allowable expenses, funding information, and required approvals; and follows up with travelers to correct incomplete or noncompliant submissions. Monitors pending expense reports, reimbursements, travel credits, refunds, and other outstanding items; researches discrepancies; and coordinates corrections with fiscal leadership and relevant University offices. Maintains status tracking to support timely closeout of travel activity and accurate fiscal reporting.

Travel Records, Compliance, and CyberHerd Coordination:
Maintains organized, audit-ready travel files, traveler rosters, status trackers, and supporting records for CyberHerd. Applies University travel rules, State of Florida requirements, funding-source restrictions, and sponsored-project requirements, as applicable, and provides procedural guidance to travelers. Develops and maintains practical checklists, written procedures, and tracking tools to promote consistent processing and continuity of travel operations. Provides related administrative coordination and reporting support to CyberHerd leadership as needed.

Other Duties:
Performs other travel-related fiscal and administrative duties as assigned in support of CyberHerd and Cyber Florida's statewide mission and operational needs.

Qualifications

Minimum Qualifications: 
This position requires a high school diploma or equivalent with three years of work experience in positions with fiscal or administrative support duties. College or other relevant post-secondary coursework may substitute for the experience requirement on a year-for-year basis.

Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
• (a) Two years of direct experience for an associate degree;
• (b) Four years of direct experience for a bachelor’s degree;
• (c) Six years of direct experience for a master’s degree;
• (d) Seven years of direct experience for a professional degree; or
• (e) Nine years of direct experience for a doctoral degree
• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Preferred Qualification:
Bachelor's degree in accounting, finance, business administration, public administration, hospitality, or a related field; or progressively responsible experience in travel administration, fiscal support, or event logistics. Experience processing travel requests, authorizations, reservations, expense reports, and reimbursements in a university, governmental, or similarly regulated environment is preferred. Experience with USF business systems and tools, including Oracle, Archivum, FAST, Finance Mart 2.0, and Microsoft Excel, is highly desired.

Special Skills and Training:
Knowledge of travel administration, fiscal controls, and the ability to interpret and apply detailed policies and procedures. Strong organizational, customer-service, problem-solving, and written and verbal communication skills. Ability to manage a high volume of time-sensitive travel transactions, maintain accurate and audit-ready records, exercise sound judgment, protect confidential information, and work effectively with travelers, vendors, CyberHerd personnel, and central University offices. Intermediate proficiency with spreadsheet, word-processing, and shared-document applications.

Special Requirements:
Employment with the Florida Center for Cybersecurity requires signing a nondisclosure agreement and successfully completing a Level 1 background check. This position may be required to obtain and maintain University roles or delegations necessary to process travel authorizations, expense reports, reimbursements, and related fiscal transactions.
 

Acknowledgment: 
While the primary job duties and responsibilities have been included, this job description is not designed nor meant to cover or contain a comprehensive listing of activities or responsibilities.  This does not preclude the assignment of additional or developmental duties, special projects, or the scope of the position.  Duties, responsibilities, and activities may temporarily or permanently change at any time, with or without notice. 

The University of South Florida is an EOE/AA/Minorities/Females/Vet/Disability/Sexual Orientation/Gender Identity/Title VI/Title VII/Title IX/504/ADA/ADEA employer” The University complies with all applicable laws regarding equal opportunity and affirmative action and does not unlawfully discriminate against any employee or applicant for employment based upon race, color, gender, sex, sexual orientation, gender identity or expression, religion, national origin, age, disability, veteran status, or genetic information. The University of South Florida is an “at will” employer. This job description does not constitute an employment contract or negate “at-will” employment.
 

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF‘s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

About USF 

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF’s Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu.

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants have rights under Federal Employment Laws: 

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law.  The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Family and Medical Leave Act (FMLA)

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.

Equal Employment Opportunity

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law.  The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.  This job description does not constitute an employment contract.