Expense Program Administrator

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

Job summary

Great Minds is seeking an Expense Program Administrator to own day-to-day administration of its Travel & Expense program and corporate card program in the DC area. You will review expense reports, administer card programs, and support reconciliation and Concur training.

Required: 3 years in expense administration, a related degree, and strong attention to detail. This full-time role offers competitive salary with opportunities across Accounting, HR, and Payroll functions.

Qualifications

• 3 years of experience in expense administration or related fields.
• Experience with an expense management system.
• Strong attention to detail and escalation when outside guidelines.
• Clear, professional written communication.

Responsibilities

• Review and process expense reports in Concur Expense, ensuring policy compliance.
• Administer the corporate card program and monitor transactions for policy compliance.
• Support reconciliation and training for Concur users and managers.
• Provide frontline employee and manager support on expense and card issues.

Skills

Attention to detail

Written communication

Discretion

Expense management experience

Education

Bachelor's degree in accounting, business, or related field

Associate’s degree in accounting, business, or related field

Tools

Concur Expense

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.-area offices, including providing support to our Richmond, VA location.

The expected base salary range for this position is $62,000-$68,000, however the offered salarymay 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.

Any communication to applicants relating to the Great Minds hiring process will only come from email addresses with the domains greatminds.org or greatminds.recruitee.com. If in the course of the application or hiring process with Great Minds you are contacted through another domain, are requested to provide banking or other sensitive information, or you note any other suspicious activity, please contact [e-mail]

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.