Purchasing Card Administrator

The position manages Bowling Green State University’s purchasing card (Pcard) program while maintaining compliance with university policies and procedures. Key components of this position include training on the program, auditing daily transactions, and contributing to the continuous improvement and efficiencies of the University’s reconciliation tool and entire Pcard auditing process.

• Transaction Management : Monitors all Pcard transactions associated with the Pcard program including the vendor system (Bank of America) and Pcard reconciliation software tool (Chrome River). Manages daily approvals and exceptions for Pcard transactions. Adjusts workflow and approval protocols at the direction of the Director. Ensures compliance with University policies and procedures.
• Pcard Administrator : Manages all University/Foundation Pcard account requests, account set-up and closing, account dollar limits, other account controls (e.g. application of Merchant Category Codes to accounts). Establishes objectives for the use and expansion of the Pcard program, maintains the Pcard user manual, develops and maintains risk and security assessment materials, analyzes and reports on program results using standard metrics to provide a clear comparison and trend analysis. Seeks continuous improvement in the Pcard program and informs management of concerns and or opportunities for enhancement.
• Pcard Audit : This position is the primary auditor of the Pcard accounts held for the University. This position will maintain oversight and provide guidance to others in the department with regard to high risk Pcard purchases, including but not limited to: travel, entertainment, and food purchases. Runs weekly reports for past due transactions and approvals while determining the appropriate action for past due transactions and approvals. Tracks violations for individuals and departments. Completes a yearly audit to review user compliance with cardholder credit limits and usage.
• Training : The Pcard Administrator will be the lead trainer for the Pcard Program. The administrator will train all faculty/staff that are new to program, as well as conduct periodic refresher training as policies and procedures evolve.
• Vendor Management : Serves as the relationship manager with the Pcard vendor and reconciliation tool on behalf of the Purchasing Department.
• Student Employee Management: Responsible for the hiring of student employees for the Pcard program support. Conducts training for student employees and supervises them. Coaches employees to improve performance when needed. Periodically audits the work of student employees to ensure accuracy and completion of assigned work.
• Backup/Support: This position serves as backup to the Procure to Pay Analyst and associated vendor administration duties within the vendor onboarding system, as well as backup to the Procurement Systems and Reporting Specialist, offering additional support in the requisition approval queue when needed.
• Other duties as assigned

The following Degree is required:

• Bachelor's Degree.  Degree must be conferred at time of application.

• 1 year of auditing, purchasing, or reconciliation 
• 1 year of customer service

Knowledge, Skills and Experience:

• Experience in audit or reconciliation
• Comfortable with navigating a multitude of systems
• Strong administrative, analytical, and organizational skills
• Advanced user in Excel or spreadsheet application
• Manage multiple projects at one time
• Strong communication skills, written and verbal
• Ability to work in a team environment
• Demonstrated evidence of making sound judgments and decision, and problem solving skills
• Ability to function well under time constraints and deadlines

Bowling Green State University is an Affirmative Action/Equal Opportunity Educator and Employer . We are committed to a multicultural environment and strongly encourage applications from women, minorities, veterans and persons with disabilities. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Bowling Green State University, please call 419-372-8421 or email [email protected] .