Purchasing Card Administrator

Bowling Green State University   Bowling Green, OH   Full-time     Other
Posted on April 3, 2024
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Position Summary

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.


Essential Duties, Tasks and Responsibilities

  • 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



Knowledge, Skills, Abilities

  • 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


Minimum Qualifications:

The following Degree is required:

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

The following Experience is required:

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




Bowling Green State University provides a comprehensive benefit program as part of a total compensation package.  This includes medical, prescription, dental, vision, health accounts (medical & dependent), life & disability insurance, retirement plans, employee assistance program and tuition fee waivers for employees and their eligible dependents as well as paid time off, holidays and parental leave.  For more information, please visit Benefits-at-a-Glance.


Deadline to apply:  The search committee will review applications until the position is filled; however, for best consideration, applications should be provided by ‘April 17, 2024’.   


To Apply

For a complete job description & to apply for this position visit  https://www.schooljobs.com/careers/bgsu or contact the Office of Human Resources at (419) 372-8421. BGSU. AA/EEO/Disabilities/Veterans. 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.


Why work at BGSU?

Full-time BGSU employees enjoy an array of exceptional benefits, including:

  • Quality, affordable health insurance: Various coverage options available for health, vision and dental starting the first day of the month following your date of employment.
  • Generous paid time off: Vacation, holidays, sick days and more.
  • Excellent work life balance resources: Our Employee Assistance Program offers confidential support to employees and their eligible family members, along with ancillary programs covering identity theft, elder care, legal services and more.
  • Tuition fee waivers: For eligible employees, spouses and dependent children.
  • Professional development opportunities: For skills training, supervisor and leadership programs, performance management, online courses and online tools for employee growth and development.
  • Parental leave: Up to five weeks of paid parental leave for full-time employees with at least 12 months of continuous service.
  • Retirement: BGSU offers several options for meeting your retirement goals with a current employer contribution of up to 14% depending on the retirement program selected. Read more about the option that best fits your needs.

Learn more about Bowling Green State University and how we aspire to be the preeminent public university that creates public good in Ohio, the nation and world.