Expense Program Administrator

Great Minds; Washington (District of Columbia); On-site; USD 62,000 - 68,000; Full time

Job summary

Great Minds in Washington, DC is seeking an Expense Program Administrator to own day-to-day T&E and corporate card operations. You will process expense reports in Concur, manage card programs, and provide frontline support to employees and managers.

The role reports to the Director, Corporate Services and requires 3 years of related experience with strong attention to detail and discretion while handling sensitive financial information.

Qualifications

• 3 years of expense administration experience.
• Experience with an expense management system.
• Strong attention to detail and ability to escalate when outside routine guidelines.
• Clear, professional written communication for employee-facing policy guidance.
• Ability to handle sensitive financial information with discretion.

Responsibilities

• Review and process expense reports in Concur Expense per policy.
• Perform first-line review for completeness and policy compliance.
• Monitor turnaround time and troubleshoot delays for timely reimbursements.
• Support reconciliation of termination expenses and non-standard cases.
• Process routine new card requests and standard cancellations with HR and issuer.
• Monitor card transactions for policy compliance; flag misuse or fraud.
• Support monthly card reconciliations and offboarding logistics.
• Deliver Concur training and serve as the first point of contact for questions.
• Cross-functional support with Accounting, HR, and Payroll.

Skills

Attention to detail

Written communication

Discretion with sensitive information

Professional communication

Education

Bachelor's degree in accounting or business

Associate's degree + relevant experience

Tools

Expense management system

Job description

Who We Are

Great Minds is a high-growth, mission-driven organization founded by educators in 2007. As a for-profit, Public Benefit Corporation, we believe all students deserve access to meaningful, challenging content—and all teachers deserve tools that are intuitive, effective, and built for the realities of today's classrooms.

We develop high-quality, knowledge-rich math, science and ELA curricula grounded in research and designed in collaboration with educators. Our materials reflect real classroom needs and are built to drive lasting student outcomes.

We are committed to usability, coherence, and practical implementation—supporting teachers not just through curriculum, but with professional learning, purposeful technology, and responsive service that enable strong adoption and impact.

What We Build

Our products—Eureka Math and Eureka Math², Wit & Wisdom, Geodes, and the newly launched Arts & Letters ELA—are trusted by thousands of schools and districts nationwide.

• Eureka Math is the most widely used math curriculum in the U.S., and is focused on balancing conceptual understanding, procedural fluency, and application.

• Wit & Wisdom® and Arts & Letters ELA™ anchor our reading strategy with content-rich, grade-level instruction that integrates literature, history, and the arts, grounded in the science of reading. Geodes® complements our reading suite with decodable texts that pair phonics with meaningful content to support early literacy.

These programs reflect a shared belief in high expectations, joyful rigor, and deep respect for educators and students.

Where We're Headed

Great Minds is entering a new stage of growth and product maturity. We are focused on building more connected, customer-informed experiences across the full educator journey—from curriculum to professional learning to platform and support.

Our long-term vision is to become a true partner in impact—not just delivering curriculum, but supporting educators in achieving outcomes at scale.

Job Purpose

Reporting to the Director, Corporate Services, the Expense Program Administrator will own day-to-day administration of Great Minds' Travel & Expense (T&E) program and corporate card program. This role will review and process expense reports, administer the corporate card program, support reconciliation, and deliver front-line employee and manager support in Concur Expense — ensuring accurate, timely, and policy-compliant expense and card activity across the organization.

Responsibilities

• Expense Report Administration
  • Review and process expense reports in Concur Expense, ensuring compliance with T&E policy (itemized receipts, per diem limits, restricted-expense rules, alcohol policy).
  • Perform first-line review of expense reports for completeness and adherence to established guidelines, flagging policy violations, exceptions, and compliance concerns for further review.
  • Monitor turnaround time and troubleshoot delayed or stuck reports to keep reimbursements timely.
  • Support reconciliation of involuntary termination expenses and other non-standard cases per established workflows.
• Corporate Card Program Administration:
  • Process routine new card requests and standard cancellations/suspensions (e.g., employee-requested, standard offboarding) in coordination with HR and the card issuer.
  • Monitor card transactions for policy compliance and unusual activity, flagging suspected misuse or fraud for further review.
  • Support monthly reconciliation of card program activity, including bank-file discrepancy triage.
  • Coordinate the logistics of card program offboarding for departing employees, including initiating cancellation and tracking timelines.
• Concur System Support and Training:
  • Serve as the first point of contact for employee and manager questions on Concur Expense.
  • Deliver T&E training to new hires, cardholders, and managers.
  • Maintain delegate access, user setup, and basic troubleshooting within Concur.
  • Support Concur reporting needs (e.g., Expense Entry Analysis, Card Transaction Detail) for ad hoc requests.
• Cross-Functional Support:
  • Partner with Accounting, HR, and Payroll on expense- and card-related matters requiring coordination.
  • Provide expense and reconciliation support for large internal events as needed.
  • Crosstrain a designated backup team member on core review and monitoring tasks to ensure coverage during absences and peak volume.

Requirements

• 3 years of experience in expense administration, accounts payable, and/or corporate card administration when combined with an Associate's degree or higher in accounting, business, or a related field
• Experience with an expense management system
• Strong attention to detail and ability to recognize when a situation falls outside routine guidelines and requires escalation
• Clear, professional written communication for employee-facing policy guidance
• Ability to handle sensitive financial information with discretion

Preferred Qualifications

• 3 years of experience in expense administration, accounts payable, and/or corporate card administration when combined with an Associate's degree or higher in accounting, business, or a related field
• Experience with an expense management system
• Strong attention to detail and ability to recognize when a situation falls outside routine guidelines and requires escalation
• Clear, professional written communication for employee-facing policy guidance
• Ability to handle sensitive financial information with discretion

Required Education

Bachelor's degree, preferably in accounting, business, or a related field; an Associate's degree combined with relevant experience may be accepted in lieu of a Bachelor's degree

Status

Full-time

Location

This role will be full-time in our D.C. offices.

The expected base salary range for this position is $62,000-$68,000, however the offered salary may be higher or lower than the above range dependent on numerous factors including, but not limited to location, work experience, skills and internal equity considerations. The base salary is not inclusive of benefits or other incentives.

New employees will be required to successfully complete a background check.

Great Minds is an equal opportunity employer. We will extend equal opportunity to all individuals without regard to race, religion, color, sex (including pregnancy, sexual orientation, and gender identity), national origin, disability, age, genetic information, or any other status protected under applicable federal, state, or local laws. Our policy reflects and affirms the organization's commitment to the principles of fair employment and the elimination of all discriminatory practices.