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Job Summary

The P-Card Services Manager reports to the Associate Director of Purchasing Services and is responsible for directing and overseeing the growth, strategic vision, reporting and compliance of Caltech's $33 million card program of approximately 1400 cardholders. The P-Card program includes standard P-Cards (for goods and services), declining balance cards (department cards), and Travel cards (for travel and entertainment).

Job Duties

• Direct and oversee the day to day operation of the P-Card program
• Provide leadership and coaching to the P-Card team
• Set strategic goals, quarterly spend, and incentive targets; develop solutions for P-Card related issues as presented
• Maintain documentation of all system process and configuration changes
• Provide reporting and metrics to illustrate the value of the programs
• Analyze and identify issues based on exception reports and resolution of cardholder disputes
• Analyze spend on card programs for trends and make recommendations for consolidation of vendors, changes to card usage policies, MCC access changes and other changes that will minimize risk and increase card spend or adoption, and maximize efficiencies and incentive income for the Institute
• Coordinate monthly communication with Specialty Team regarding the reconciliation of CardQuest monies for the journaling process for CardQuest prepaid account
• Manage all imports and extracts into and out of CardQuest (credit card loads, SAE, use tax accruals, suppliers)
• Responsible for monthly interface of all P-Card transactions into Oracle Financial Systems
• Manage card accounts: set up and closing, revising limits and other controls
• Monitor processes for employee change notifications for new and terminated employees and card account updates
• Serve as primary interface between Caltech, Concur Solutions (provider of reconciliation software) and the bank regarding the card program, emerging technology, changes in the program and other issues. Plan and coordinate implementation of ongoing improvements to card programs, streamline and improve end-user and back-end processes
• Oversee Caltech’s Amazon Business account
• Develop and maintain strong working relationships with staff at all levels across the campus in order to promote and drive adoption of all card programs
• Coordinate with vendors and suppliers to encourage adoption and proper usage of card programs
• Act as a liaison between Caltech's internal audit department and P-Card Services
• Ensure compliance with all federal rules, regulations, and guidelines as they relate to the card program
• Create and utilize audit rules in CardQuest to increase effectiveness of audits and reviews
• Conduct and oversee audit of P-Card transactions and expense reports to ensure cardholder compliance with P-Card policies and procedures
• Identify P-Card audit observations and recommend improvements to management
• Develop and implement audit routines to ensure compliance with policy requirements
• Review and approve exception and compliance reporting; ensure tracking, investigation and resolution of policy violations
• Handle security issues, with discretion, as requested by Campus Security, Audit Services & Institute Compliance, Human Resources, and Office of General Counsel
• Identify and reduce P-Card risk to Caltech and increase efficiency in P-Card policies and procedures
• Establish fraud prevention practices; review on a periodic basis to ensure applicability
• Design and deliver end-user training programs related to the card programs and supporting software applications
• Develop and train P-Card staff and educate cardholders on use of the card programs, policy information and changes to procedures
• Review, recommend, and implement changes to update and streamline P-Card Services program policies and procedures; communicate to cardholders
• Maintain card program desktop procedures

Basic Qualifications

• 4-6 years of directly related Procurement or P-Card services experience
• 1 or more year of experience in leading and developing staff members through relationship building and coaching
• Excellent oral and written communication skills
• Classroom training experience
• Strong audit skills with attention to detail
• Ability to multi-task in a fast-paced work environment
• Proficient in desktop applications (i.e. Microsoft Office Suite) and knowledgeable of web based systems

Preferred Qualifications

• Higher education work experience
• Ability to effectively work with different levels of customers (i.e. Faculty, Students, Staff, Bank)
• Purchasing Card experience
• Experience working in Oracle and Concur

Required Documents

• Resume