P-Card Administrator

Caltech; Pasadena (CA); On-site; USD 87,000 - 90,000; Full time

Job summary

Caltech is seeking a P-Card Administrator to oversee the purchasing card program, ensuring compliance with policies and FAR requirements. The role manages accounts, training, audits, and reconciliations, serving as the primary contact for cardholders and departmental admins.

The ideal candidate will have a finance/Accounting background, strong analytical skills, and experience with Excel and ERP systems. The position reports to the procurement/finance function in Pasadena.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field; or an equivalent combination of education and experience.
• Knowledge of financial controls, auditing practices, and compliance requirements.
• Excellent verbal and written communication with diverse stakeholders.
• Strong analytical ability to interpret financial data with attention to detail.
• Proficiency with Microsoft Excel and ERP systems.
• Experience creating and delivering training for groups.

Responsibilities

• Serve as the primary liaison between Caltech and U.S. Bank for P-Card activities.
• Use Access Online to administer P-Card accounts, including creation/modification.
• Assist cardholders with disputed charges by initiating claims with the bank.
• Set and manage cardholder spending limits and security settings.
• Investigate security issues and coordinate with stakeholders for resolution.
• Administer the Caltech Amazon Business program and assign roles.
• Coordinate Concur enhancements, training materials, and documentation.
• Identify improvements to P-Card efficiency and user experience.
• Perform regular audits of P-Card transactions for compliance.
• Analyze audit findings to identify risks and assist corrective actions.
• Import and reconcile P-Card transactions with Oracle and finance systems.
• Develop and deliver mandatory training for cardholders and approvers.

Skills

Financial controls

Auditing practices

Analytical thinking

Communication skills

Attention to detail

Excel proficiency

ERP systems

Education

Bachelor's degree in Accounting, Finance, or related field

Equivalent combination of education and experience

Tools

ERP systems

Microsoft Excel

Job description

Caltech is a world-renowned science and engineering institute that marshals some of the world’s brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

The P-Card Administrator is responsible for the overall administration, compliance, and operational management of Caltech’s Purchasing Card (P-Card) Program. This position serves as the primary resource for cardholders, financial approvers, and departmental administrators, ensuring that all P-Card transactions comply with institutional policies, auditing standards, and Federal Acquisition Regulation (FAR) requirements.

The P-Card Administrator oversees card account management, transaction monitoring, training and support, audit and compliance reviews, financial reconciliation, and program enhancements. This role requires exceptional analytical, organizational, and communication skills, as well as the ability to manage multiple priorities while delivering outstanding customer service to internal stakeholders.

Program Administration

• Serve as the primary liaison between Caltech and its merchant banking partner, U.S. Bank, for all Purchasing Card program activities.
• Utilize U.S. Bank Access Online to administer and maintain all P-Card accounts, including account creation, modification, suspension, and closure.
• Assist cardholders with disputed charges/discrepancies by initiating a dispute claim with the bank.
• Establish and manage cardholder spending limits, merchant category controls, and other account security settings.
• Investigate and address security-related issues, including fraudulent activity, compromised accounts, and lost or stolen cards, while coordinating resolution efforts with cardholders and banking representatives.
• Administer the Caltech Amazon Business program, including user enrollment and removal, role assignments, permissions management, and the creation and maintenance of departmental purchasing groups.
• Partner with Caltech’s Amazon Business account manager to resolve technical issues, pricing discrepancies, and account administration concerns.
• Coordinate and manage Concur system enhancements, upgrades, and process improvements, including user communications, development of training materials, and system documentation.
• Identify opportunities to improve P-Card program efficiency, controls, and customer experience through process enhancements and technology solutions.

Audit and Compliance

• Perform regular audits of P-Card transactions to ensure compliance with institutional policies, purchasing procedures, and applicable federal regulations, including FAR requirements.
• Investigate suspected misuse of purchasing cards, fraudulent transactions, and non-compliant expenditures, and recommend corrective actions as necessary.
• Analyze audit findings and transaction trends to identify areas of risk and opportunities for improved internal controls.
• Assist in the development and implementation of corrective action plans resulting from audit findings and compliance reviews.

Reconciliation and Reporting

• Import and extract P-Card transactions; ensure that imports and extracts and credit card loads are uploading without errors. Troubleshoot issues as needed.
• Perform daily Oracle interface, expenditure type corrections, contact departments to correct funding account errors, open interface corrections, and monitor payments on hold (determine cause, revalidate funding account, supplier issue, research and troubleshoot)
• Analyze monthly U.S. Bank statements and Oracle accounting records to verify the accuracy and completeness of financial transactions.
• Prepare, review, and reconcile journal entries and supporting documentation as necessary to maintain accurate accounting records.

Training and Support

• Develop, coordinate, and deliver mandatory training programs for cardholders, financial approvers, and departmental administrators.
• Provide ongoing guidance regarding P-Card policies, procedures, and best practices.
• Assist users with Concur navigation, transaction processing, account management, and general program-related inquiries.
• Create, update, and maintain user guides, training materials, job aids, and procedural documentation.
• Facilitate workshops and targeted training sessions for departments and divisions to address specific business needs and compliance requirements.
• Prepare and provide documentation required for internal and external audits.

Basic Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field; or an equivalent combination of education and at least four years of related professional experience.
• Knowledge of financial controls, auditing practices, and compliance requirements.
• Exceptional verbal and written communication skills with the ability to effectively communicate with diverse stakeholders.
• Proficient analytical ability to interpret financial data.
• Strong attention to detail, accuracy, and organizational skills.
• Proficiency with Microsoft Excel, and ERP systems.
• Experience in providing training for both small and large groups.

Required Documents

• Resume.

Hiring Range

$86.7K - $90K per year
The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks .

EEO Statement

Caltech is an equal opportunity employer and, as a federal contractor, takes affirmative action to employ qualified individuals with disabilities and protected veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

Disability Accommodations

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at [e-mail] .

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at [e-mail] .