Purchasing Card Administrator

Position Information

Position Title

Purchasing Card Administrator

Status

Full Time

Job Summary

Manage the University’s comprehensive Purchasing Card Program, including administration, oversight, compliance, and program enhancements. Serve as the primary liaison with the University’s banking institution and maintain required program documentation.

• Develop, implement, and maintain University purchasing card policies, procedures, guidelines, and internal controls.

Supervise the Purchasing Card Coordinator and provide direction, training, and performance oversight to assigned staff.

• Ensure proper issuance, maintenance, suspension, cancellation, and reconciliation of purchasing cards. Review and approve purchasing card applications, account updates, credit limit increases, and other program changes.
• Monitor purchasing card activity to ensure compliance with university policies and identify potential misuse, fraud, or unauthorized transactions.

Coordinate internal reviews, audits, and compliance assessments related to purchasing card activity. Prepare executive-level reports, spending analyses, trend analyses, and recommendations for university leadership.

• Lead the development and delivery of purchasing card training programs for cardholders, approvers, and campus departments.
• Maintain oversight of Merchant Category Code (MCC) restrictions and recommend adjustments based on university needs.
• Collaborate with Procurement, Budget, Finance, Internal Audit, and external auditors to support compliance and operational effectiveness.

Recommend strategic improvements to strengthen purchasing card processes, efficiency, and risk management.

Essential Job Duties

Administer all aspects of the University Purchasing Card Program.

Review and approve requests for new cards, card replacements, account changes, and credit limit adjustments.

• Monitor monthly purchasing card activity, spending patterns, and compliance reports.
• Ensure timely reconciliation of purchasing card transactions and resolution of outstanding issues. Manage documentation requirements, including receipts, approvals, missing receipt affidavits, and supporting documentation.

Establish procedures to reduce purchasing card risks and strengthen internal controls.

Maintain records of cardholder agreements, training certifications, and program activities. Investigate questionable transactions and coordinate corrective actions when necessary.

Assist departments with purchasing card questions, policy interpretation, and compliance requirements.

• Develop dashboards, reports, and presentations regarding purchasing card utilization and program performance.
• Maintain knowledge of procurement regulations, audit standards, and best practices related to

purchasing card programs.

• Perform other duties as assigned.

Qualifications (Education, Experience and Specialized Training)

• Bachelor’s degree in business administration, Accounting, Finance, Public Administration, or a related field.

• Minimum of two (2) years of experience in procurement, accounting, finance, purchasing, or a related administrative field.

• Experience with Purchasing Card administration, travel reimbursement, or procurement operations preferred.

• Experience working within a higher education environment is preferred.

• Experience administering a university or organizational purchasing card program is preferred

• Experience using banking platforms, EFPs, procurement systems, and audit processes.

• Proficient in Microsoft Office Suite.

• Supervisory experience managing staff or coordinating departmental operations.

Physical Demands

Skills and Attributes

Strong leadership and supervisory skills.

Excellent written and verbal communication skills.

• Ability to interpret policies, procedures, and financial regulations.
• Strong analytical and problem-solving abilities.
• Ability to analyze purchasing trends and financial data.
• Knowledge of procurement practices and internal control procedures. Ability to manage multiple priorities and meet deadlines.
• Strong attention to detail and organizational skills.

Ability to work collaboratively with university leadership, faculty, staff, and external partners. Proficiency with Microsoft Office Suite and financial/procurement systems

Posting Detail Information

Posting Number

Will this position required travel?

No

Will this position required night, weekend, and after hour work?

Sometimes

Will this positon be supported using grants or contract funding?

No

Number of Vacancies

1

Desired Start Date

Position End Date (if temporary)

Open Date

08/20/2026

Close Date

11/30/2026

Open Until Filled

No

Special Instructions Summary

Each applicant, including all current employees, must complete and submit the following documents:

• Tuskegee University employment application
• Cover Letter
• Resume/CV
• Recommendation letters
• Copies of unofficial transcripts.
• Please note that official transcripts(s) will be required upon hire

Quick Link for Internal Postings

https://tuskegee.peopleadmin.com/postings/3816