Coordinator, Purchasing Card

Job Summary

The Purchasing Card Program Coordinator is responsible for the independent administration, oversight, and governance of the College’s Purchasing Card (P-Card) Program, ensuring regulatory compliance, financial integrity, and effective internal controls across the institution.

Essential Responsibilities & Duties

• Program Administration (30%)
  • Independently administer and govern the full lifecycle of the Purchasing Card Program, ensuring alignment with College policies and regulatory requirements.
  • Interpret and apply policy to determine appropriate program controls, including credit limits, MCC restrictions, and user eligibility.
  • Develop, implement, and maintain P-Card policies, procedures, and program controls to ensure compliance and operational effectiveness.
  • Serve as the institutional resource authority for P-Card program administration, providing guidance to departments and resolving complex or non-standard scenarios.
  • Manage institutional relationship with issuing bank and coordinate resolution of program-level issues impacting operations or compliance.
• Compliance, Audit & Risk Management (30%)
  • Lead the College’s P-Card compliance and audit function, ensuring all transactions meet institutional, regulatory, and fiduciary standards.
  • Independently evaluate transactions and determine compliance outcomes, including identification of misuse, policy violations, and control gaps.
  • Authorize and implement corrective actions, including required training, suspension, or revocation of cardholder privileges.
  • Maintain and analyze violation trends, identifying areas of institutional risk and recommending control improvements.
  • Partner with Internal Audit and Finance to strengthen internal controls and respond to audit findings.
• System Administration (15%)
  • Serve as functional owner and administrator of the College’s P-Card and expense management systems.
  • Configure system controls, workflows, and user access to ensure compliance with program policies.
  • Determine system configuration decisions that directly impact control effectiveness and compliance outcomes.
• Training, Education & Communication (10%)
  • Develop and deliver institution-wide training programs to ensure compliance with P-Card requirements.
  • Establish training standards and requirements for participation in the program.
  • Communicate policy updates and compliance expectations across departments.
  • Serve as a consultant to departments on appropriate purchasing methods and risk mitigation.
• Customer Support & Issue Resolution (15%)
  • Resolve complex and escalated issues involving transactions, disputes, or compliance concerns.
  • Independently determine appropriate resolutions for non-standard or high-risk situations.
  • Cookordinate with internal and external stakeholders to ensure timely and compliant outcomes.

Scope & Impact

Responsible for administration and oversight of a College-wide financial control program affecting all departments. Decisions directly impact financial compliance, audit outcomes, and institutional risk exposure. Operates with significant independent judgment in interpreting policy and enforcing compliance requirements. Serves as the designated institutional authority for the Purchasing Card Program.