P-Card Program Manager – Compliance & Training

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 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.