Card Program Manager

University of South Florida•Tampa, FL

About The Position

The Card Program Manager is responsible for overseeing and managing the University of South Florida (USF) Procurement Card (PCard) program and other card-based payment solutions including ghost cards and other emergent payment technologies. This role is responsible for ensuring compliance with policies, optimizing program efficiency, and providing leadership to the card program staff. This role involves overseeing daily operations, monitoring compliance, conducting audits, developing training programs, generating reports to support financial oversight and decision-making as well as researching and implementing supporting tools and new technology. The manager serves as the primary liaison between cardholders, vendors, and banking partners, ensuring seamless operations and adherence to procurement guidelines. This position is designated as essential personnel and may be required to work during emergency situations and high-profile events, including, but not limited to, on campus events, inclement weather, natural disaster, or national emergency.

Requirements

Bachelor’s degree and 5 years of experience or equivalent combination of education and experience
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.

Nice To Haves

Bachelor’s or a Master’s degree in business administration, finance, accounting or a related field and 7 years or more of experience managing or supporting a procurement card or procure to pay program within a large, complex organization, preferably higher education or the public sector.
Strong knowledge of procurement policies and regulations, and compliance best practices.
Experience with PCard management systems, expense reporting tools, and ERP systems.

Responsibilities

Manage the USF PCard and other card-based payment programs, ensuring efficiency and compliance.
Provide leadership and training to the PCard program staff.
Oversee the daily operations of the program, including issuing new cards, suspensions and revocations, card limit changes and cancellations and ensuring timely payments to the bank.
Serve as the primary point of contact for cardholders, vendors and banking partners regarding PCard transactions, disputes and policy clarifications.
Collaborate with Information Technology for system development and support.
Enforce policy compliance across all card programs by conducting regular audits and transactions reviews to detect unauthorized purchases and policy violations.
Monitor and track reconciliation deadlines and ensure documentation is maintained.
Ensure corrective measures are taken for identified compliance issues and maintain detailed audit trails.
Develop training programs for employees on policies, procedures, and responsible usage.
Provide ongoing support to cardholders, addressing inquiries, troubleshooting transaction issues, and resolving declined purchases.
Maintain policies, procedures, web resources, user guides and other tools.
Communicate updates to PCard policies and procedures, ensuring organization-wide awareness of any changes.
Keep aware of industry standards and network with peer institutions on best practices.
Investigate technology solutions to improve program efficiency for both central support and the university PCard users.
Partner and collaborate with Information Technology, Shared Services and other areas to implement new solutions.
Generate weekly and monthly reports on spending trends and compliance to provide insights that allow USF to assess program performance and improve procurement process strategies.
Provide other ad hoc data related to the PCard program.
Performs other duties as assigned