P-Card Administrator (0081004)

University of Hawaii•Honolulu, HI

2d•Onsite

About The Position

The Purchase Card Administrator provides strategic leadership, direction, and management of the University of Hawaiʻi’s system-wide Purchasing Card (P-Card) Program. The role develops, implements, and administers program policies and procedures to support industry best practices and compliance with applicable state and federal laws, rules, regulations, and University policies. The position oversees financial, contract, procurement, business analysis, and administrative support for the program; represents the University with internal and external stakeholders; and works with customers to balance timely service with compliance. It develops internal controls to prevent or detect inappropriate card use, conducts audit-type activities, and reviews and reconciles cardholder statements. The administrator also communicates program changes and provides training to cardholders, fiscal officers, and relevant University employees. Additional duties include coordinating applications, receiving and distributing cards, maintaining records, responding to inquiries, resolving cardholder problems and disputes with the card issuer, analyzing transaction data for improvement opportunities, preparing reports, and managing the P-Card website, newsletter, and communication lists. The position advises its supervisor on project progress and issues, resolves operational and administrative matters as requested, and performs other duties as assigned. This is a full-time, permanent position based at the University of Hawaiʻi at Mānoa Campus. The minimum salary is $5,640 per month.

Requirements

A bachelor’s degree in Economics, Business Administration, Public Administration, or a related field, and three years of progressively responsible professional experience involving fiscal and/or procurement responsibilities; or an equivalent combination of education and professional work experience.
Considerable working knowledge of principles, practices, and techniques in fiscal and/or procurement areas, including the broad range of pertinent standard and evolving concepts, principles, and methodologies.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations, and theories and systems associated with fiscal and/or procurement.
Demonstrated ability to resolve wide-ranging complex problems using creative reasoning and logic to determine causes and develop effective, innovative, and timely solutions.
Demonstrated ability to interpret and present information and ideas clearly and accurately in writing and verbally, and through reports and other materials.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Demonstrated ability to operate a personal computer and use word-processing software.
For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Nice To Haves

Functional knowledge of the WordPress content management system and HTML, PHP, and CSS.
Administrative experience in a college or university, government agency, or large private organization, specializing in procurement, P-Card, or related areas.
Knowledge of administrative policies and procedures typical of an institution of higher education.

Responsibilities

Provide strategic leadership, direction, and management of the University’s system-wide P-Card Program.
Prepare, develop, implement, and administer program policies and procedures in accordance with industry best practices and applicable laws, regulations, and University policies.
Supervise and oversee financial, contract, procurement, business analysis, and administrative support for the program.
Represent the University P-Card Program with internal and external stakeholder groups.
Balance timely customer support with compliance requirements and industry best practices.
Develop internal controls to prevent or detect inappropriate use or noncompliance, including audit-type activities and review and reconciliation of cardholder statements.
Communicate program updates, amendments, and changes to stakeholders and customers.
Provide positive, responsible, and courteous service to internal and external customers.
Develop and conduct regular P-Card training for cardholders, fiscal officers, and appropriate University executives, managers, faculty, and staff.
Advise the supervisor about project progress, anticipated problems, major expected policy changes, and project completion.
Resolve operational and administrative matters in accordance with current policies, procedures, and directives as requested.
Coordinate and process applications, receive and distribute cards, and maintain records.
Respond to Purchasing Card inquiries from field and central office personnel.
Liaise with the Purchasing Card issuer to resolve cardholder problems and disputes.
Analyze data and transactions to identify opportunities to improve compliance and transaction efficiency.
Develop regular reports portraying transaction volume and characteristics using relevant criteria and metrics.
Manage and maintain the P-Card website, newsletter, and related communication lists.
Perform other duties as assigned.