Procurement Card Administrator

Posting Number: 20260392S

Location
Villanova, PA

Work Schedule:
full-time/12-months

Department: 435-Procurement Office

Position
Summary

Why work at Villanova?

• Join a mission-driven organization. Since
  Villanova University’s founding in 1842,
  we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
• Villanova has been included among the nation’s best colleges and universities. VU’s inclusion again in U.S. News &
  World Report’s 2025 “Best Colleges” rankings is another indication of the University’s continued prominence and forward momentum.
• Villanova’s most precious asset is our people. As an employee, you will receive a holistic benefits package, generous
  paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional
  development, tuition assistance, and more.

The
Procurement Card (P-Card) Administrator is responsible for comprehensive management, oversight, compliance, and continuous improvement of
the University’s Procurement Card Program and daily review of travel and expense reimbursement requests. This position safeguards University
funds through daily transaction review, auditing, policy enforcement, reporting, training, and system administration, including management
of the University’s AI-driven audit software (AppZen) used to review Procurement Card and select employee expense transactions. The Pcard
Administrator is also responsible for the virtual card program.

The Administrator serves as the primary liaison between employees,
cardholders, approvers, Procurement, Accounts Payable, Finance, Internal Audit, and the University’s credit card provider and audit software
vendor.

Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and
seeks candidates who understand, respect and can contribute to the University’s mission and values.

Duties and
Responsibilities

Program Administration & Oversight:

• Administer all operational aspects of the
  University’s P-Card program.
• Issue new cards, close accounts, update profiles, and maintain accurate cardholder records.
• Monitor card activity for fraud, misuse, or policy violations and take appropriate action.
• Manage the Declining Balance Card
  program, including card creation, funding adjustments, transaction audits, and customer support.
• Manage the Virtual Card program
  including reviewing and onboarding vendor in PaymentWorks, verifying information, and supporting the Disbursements Office for payments and
  the Controller’s Office in reconciliations.
• Manage travel and expense reimbursement program and provide support to employees on
  questions and concerns.

Transaction Review, Auditing & Compliance:

• Perform daily review of P-Card and
  travel and expense transactions for policy compliance and risk.
• Manage and monitor AppZen AI audit workflows, ensuring all P-Card
  and travel and expense transactions are reviewed and flagged exceptions are properly investigated and resolved.
• Review, analyze,
  and disposition AppZen alerts, documenting outcomes and corrective actions.
• Conduct audits of cardholder transactions and expense
  reports; monitor usage patterns; investigate unusual or questionable charges; and follow up with employees and supervisors
• Perform
  monthly review and audit of transactions identified as low – medium risk in AppZen/Detect and not initially requiring Procurement review.
  Tracking missing affidavits for overuse, assessing points, and informing the supervisor.
• Review weekly virtual card payments
  ensuring suppliers withdraw their funds.

Vendor Spend Analysis & Strategic Support:

• Analyze vendor spend
  on the Procurement Card program to identify cost savings and contract opportunities.
• Collaborate with Procurement Buyers to support
  contract creation and promote adoption of preferred suppliers and contracts.

Policy Development & Continuous
Improvement:

• Propose, draft, and implement updates to P-Card policies and procedures as part of continuous program
  improvement.
• Configure and refine AppZen audit rules to align with University policy and risk tolerance.
• Ensure policies
  and procedures are clearly communicated and consistently enforced.

Training & Education:

• Develop
  presentations and training materials for all employee stakeholders, including AppZen audit requirements for both pcard program and travel
  and expenses.
• Conduct training sessions for employees, approvers, and departmental administrators (in-person, virtual, and
  over-the-phone).

Research, Issue Resolution & Program Enhancement:

• Research P-Card and Travel and
  Expense Reimbursement issues, persistent problems, etc., audit automation, and higher education best practices.
• Present
  recommendations related to AppZen findings, policy interpretation, compliance trends, and program improvements.

Account
Management & Emergency Response:

• Create, modify, review, and approve card limit changes.
• Suspend and/or cancel
  cardholder accounts as necessary during business and off hours.
• Respond to 24/7 emergency situations involving fraud, misuse, or
  urgent account actions.

Bank, Audit Software & Systems Liaison:

• Serve as liaison between the University,
  the credit card provider, AppZen, and Concur.
• Participate in testing, implementation, and validation of software upgrades and
  enhancements.
• Maintain full responsibility for AppZen audit functionality, controls, and effectiveness.
• Work with banking
  partner to ensure virtual card program is functioning efficiently.

Reporting & Financial System Support:

• Create and analyze reports using Excel, the P-Card provider system, Concur, Cognos, and AppZen, including spend analysis, expense
  activity, compliance metrics (including questionable/unallowable charges), fraud trends, and audit outcomes.
• Maintain employee and
  cardholder data in Concur when not populated through ERP integration.
• Provide monthly virtual card report to the Controller’s
  Office.

Customer Service & Helpdesk Support:

• Serve as the primary helpdesk resource for P-Card and travel
  and expense reimbursements related questions.
• Provide guidance on allowable purchases, audit flags, documentation, and system
  navigation.
• Provide supplier support on Virtual card questions and problems.

Minimum
Qualifications

Formal Education:

• High School diploma or equivalent with 2 years business school
  preferred.

Specific Job Knowledge:

• Proficiency and certification related to the work in any financial or
  auditing area. Examples of certification would include but are not limited to Certified Internal Auditor, Certified Fraud Examiner,
  Certified Public Examiner.
• Effective verbal and written communications, including active listening skills, verbal presentation
  skills and skills in presenting findings and recommendations.
• Highly proficient in Microsoft Office, especially in Excel and
  PowerPoint.
• Strong analytical skills, collecting and analyzing complex data, evaluating information and systems, and drawing
  logical conclusions.
• Skilled in planning, project management and in maintaining composure under pressure while meeting multiple
  deadlines.
• Skilled in negotiating issues and resolving problems.
• Superior customer service.
• Ability to work
  effectively in a professional team environment.

Work Experience:

• Minimum of 3+ years’ experience as
  Procurement Card Analyst with general knowledge of Procurement Card procedures.
• 3+ years of office experience with computer
  applications and a working knowledge of Accounts Payable/Procurement.

Work Skills:

• Strong interpersonal
  skills and communication skills.
• Ability to analyze and solve problems.
• Ability to handle high volume of activity with
  high degree of accuracy, and strong data entry skills.
• Ability to work with limited supervision; self-motivated.
• Ability
  to interpret, communicate, and enforce financial policies with professionalism.
• Strong written and verbal communication
  skills.
• Advanced Excel and financial systems proficiency.
• Discretion and sound judgment when handling sensitive or
  compliance-related matters.
• Customer-service mindset with ability to work effectively across all levels of the University.

Equipment Knowledge:

• PC knowledge; standard office equipment; ability to use internet and email; efficient in
  Microsoft applications, Concur system, and Works or JPMorgan Card system systems.

Preferred
Qualifications

Formal Education:

• 2 years business school preferred.
• Certified Purchasing
  Card Professional certification preferred.

Job Specific Knowledge:

• Knowledge of Salesforce software is
  also preferred.
• Working knowledge of banking and/or procurement systems preferred.
• Procurement card experience with
  general knowledge of procurement card procedures preferred.

Physical Requirements and/or Unusual Work Hours

Working Conditions/Environment (conditions, if known, which may impact the incumbent working in this position)

• Tools, machinery and equipment used:
  • Personal computer, scanners/printers, standard office equipment, mobile
    device for training. b.)
  
  
• Physical requirements: (items such as lifting, pushing, pulling, standing or
  sitting for extended periods of time, manual dexterity, walking etc.)
  • Will be required to visit departments on campus on an as
    needed basis for training sessions and meetings.
  • May need to provide off-hours support.
  
  

Salary
Posting Information

This position falls within salaried grade 13 and the range is $52,000-65,100. The final salary will be
determined with consideration of several factors including the selected candidate’s qualifications, department budget availability, market
data, and internal equity.

Salary Grade
13