Group Air Travel Advisor - University Groups

Job Title: Group Air Travel Advisor – University Groups
Department: Group Air
Reports to: Kaleen Klein, Group Air Manager 
Location: Flexible, Remote

The University Group Travel Advisor is responsible for coordinating and managing complex group travel for university clients, including academic departments, athletic teams, student groups, recruiting programs, conferences, and other university-sponsored travel.

This position manages both traditional airline group blocks and individual reservations associated with a larger group or event. The University Group Travel Advisor works closely with university travel arrangers, coaches, administrators, travelers, airline partners, and internal teams to ensure travel is coordinated accurately, efficiently, and in accordance with university policies and contractual requirements.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple groups, deadlines, travelers, and client priorities simultaneously.

Responsibilities:

• Coordinate domestic and international group travel for university clients including individual reservations when travelers are part of a university program or event
• Manage travel for academic groups, athletic teams, student groups, recruiting programs, conferences, meetings, and university-sponsored events
• Coordinate traditional airline group blocks when appropriate
• Serve as primary point of contact for assigned university group clients
• Research and recommend the most efficient and cost-effective travel options based on the client's needs
• Manage multiple active university groups and events simultaneously while meeting established service expectations and deadlines
• Guide clients confidently through recommendations and important travel decisions
• Provide excellent customer service and has a good understanding of geography and travel destinations to provide informed advice
• Review airline group contracts for pricing, deposits, utilization requirements, ticketing deadlines, name deadlines, cancellation terms, and other conditions
• Clearly communicate group contract terms and requirements to university clients
• Track deposits, payments, name lists, ticketing deadlines, and other contractual obligations.
• Coordinate name changes, substitutions, cancellations, and schedule changes
• Work proactively to minimize financial exposure resulting from missed deadlines, unused seats, cancellations, or other contract requirements
• Maintain accurate documentation of client approvals and contractual decisions
• Handle end-to-end booking of air, car, hotel, and rail travel
• Utilize advanced knowledge of the GDS and booking platform Sabre to facilitate efficient travel arrangements
• Must be customer service focused with excellent problem-solving skills
• Manage Excel, Google docs and Smartsheet documents for tracking workflow
• Interpret and enforce university travel policies
• Participate in trainings having a high level of industry knowledge
• Maintain a positive attitude with travelers and coworkers
• Ability to handle high-volume email requests and telephone calls with clients, maintaining SLA requirements
• Assist other team members when workload permits
• Develop and manage strong, long-term client relationships
• Familiarity and understanding of the transactional process from all perspectives, including GDS and mid-office systems
• Comfortable thinking outside of the box
• Always be available and responsive to our clients during normal operating hours to handle any request, including emergency and complex situations
• Work collaboratively with University Group team members, Team Leads, account management, and other internal departments.
• Respond to client and traveler inquiries promptly and professionally

Requirements:

• 5+ years of full-service travel agency or corporate travel experience preferred
• 2+ years of recent working experience in Sabre
• 2+ years of experience coordinating group travel and complex multi-passenger travel
• Previous experience supporting university or higher-education travel preferred
• Familiar with group airline contracts
• Strong knowledge of airline reservations, pricing, ticketing, exchanges, refunds, voids, and cancellations
• Comfortable communicating with clients and being on camera for meetings as needed
• Proficient in Microsoft Outlook, Word, Excel, Google Docs, and Smartsheets
• Ability to stay organized and prioritize is essential
• Must be comfortable with and have experience with booking complex travel itineraries, split tickets, split forms of payment, exchanges, and manual pricing when necessary
• Excellent attention to detail and grammar
• The ability to accept coaching, apply feedback, and work within an established process
• Ability to work independently while contributing effectively within a team environment
• Comfortable with change and working in a fast-paced environment that requires multitasking and calmness
• Self-motivated with a desire to positively influence others
• Adaptable to change and comfortable with new technologies
• Working hours preferred 9 am – 6 pm MST, Mon-Fri