P-Card Program Coordinator

P-Card Program Coordinator Post Number: S15201P Working Title: P-Card Program Coordinator Department: FD-Procurement Employment Type: Full Time Schedule: Monday through Friday 8-5 Salary: $50,000 per annum (advertised) Start Date: 07/01/2026 Position Summary To carry out these missions, the Procurement Specialist specializing in the P-Card arena serves as a coordinator that provides administrative, operational direction, and oversight for UGA’s P-Card Program. Serves as first point of contact for P-Card matters. UGA’s P-Card program is approved for 868 P-Cards and each card has a Cardholder, Approver 1, Approver 2, and occasionally a Reconciler. This position will have or obtain a Georgia Certified Purchasing Card Associate certification (GCPCA) and this certification will be renewed every 5 years. Performance of these duties requires knowledge and understanding of State, Regents, and University purchasing policy and procedure, along with the State’s Purchasing Card Program, more specifically. Minimum Qualifications Bachelor’s degree in a related field or equivalent and 2 years of professional experience Knowledge, Skills, Abilities and/or Competencies Excellent communication skills. Enthusiastic engagement in partnering with stakeholders to achieve mutual success. Active thinking, analysis, problem solving, and evaluation to develop and execute plans. Initiative and independent judgment. A high level of commitment to supporting the University community. Physical Demands Sit, bend. Type and communicate via telephone and email. Responsibilities New P-Card Requests Administers the issuance of new P-Cards for the University and audits/reviews the eligibility of applicants. Responsible for the collection, review, and maintenance of various forms and agreements. Responsible for auditing original applications, default allocation information, and related materials for accuracy. As necessary during the course of review, communicates with departments and individuals to seek clarification and resolve issues. Responsible for auditing prior spend, special approvals, policy compliance for role set up, and ensuring that HR has notified that proper background and credit checks are completed. Set up new users in Bank’s software program. Maintains record retention standards for all P-Card related paperwork. P-Card Change Requests Reviews and administers requested changes for all P-Card roles, single transaction limits, monthly credit limits, temporary limit increase, role changes, name changes, special approvals, and default speed types. Audits requests for compliance to policy. Audits all roles for proper documentation, education, and obtains proper approvals. Depending on the request, additional forms will be prepared for review and final approval by DOAS and OPB. Renewals The P-Card coordinator maintains a spreadsheet that is used by the P-Card team to track and alert cardholders of pending renewals. Responsible for contacting Cardholders at 60 days and at 30 days prior to expiration of their cards with an email explaining the renewal process and providing the renewal form. Responsible for collecting all necessary documentation required by policy for renewal including the HR notification of a clear background and credit check, renewal form with proper signatures, and approval from the P-Card Administrator and the CFO. If the card expires prior to all steps being completed, the coordinator is responsible for updating the Bank’s system to inactivate the card. Conducts follow up as necessary and once all steps are complete reactivates the card. Customer Service Researches and answers inquiries from campus, vendors, State Purchasing, management, etc. concerning various P-Card-related matters. These include but are not limited to: allowable and unallowable purchases, role set up, eligibility requirements, reconciliation, emergency purchases, split purchases, potential violations, etc. Additional Duties Ensures P-Card transaction involving physical labor over $2,499 have required e-verify documentation and records these for inclusion in the annual report. Reviews the EITS daily report to ascertain if access to systems needs to be altered or revoked. Tracks types and number of non-compliant transactions. Writes and issues violation notices to cardholders and their respective roles. Discusses the need for possible card suspension with administrative superiors and takes action as directed. Assists with completion of annual P-Card audit required by DOAS. Serves as backup for review of payment requests during periods of absence of the primary duty holder. Training Trains all roles in the P-Card program in proper P-Card use including policy and procedure, role responsibilities, pre-approval process, making the transaction, allocation and reconciliation in the Bank’s software program, collection and retention of adequate documentation and monthly reconciliation of the bank statement. Responsible for conducting monthly group initial training and one on one training as needed (in person or via internet), advising individuals of required completion of annual refresher training, monitoring for compliance, and taking action within the bank’s system to inactivate cards for those cardholders who have roles that are non-compliant with completing refresher training. Drafts training materials, updates, and revises to reflect changes in policy and procedure, and presents for managerial approval. Equal Opportunity Statement The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Contact Information Recruitment Contact: Dawn Cowart Email: View email address on click.appcast.io #J-18808-Ljbffr