Procurement Card Administrator (1128)

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Description

Under the general supervision of the Associate Director of Procurement Services, the Procurement Card (P-Card) Administrator is responsible for the administration, oversight, compliance monitoring, and continuous improvement of the SIU School of Medicine (SOM) Procurement Card Program. This position ensures adherence to the SIU School of Medicine Procurement Card Program Policies and Procedures Manual, Southern Illinois University financial policies, applicable state and federal regulations, and internal control standards.

The Procurement Card Administrator serves as the primary subject matter expert and institutional resource for all matters related to the Procurement Card Program for SIU School of Medicine and SIU Physicians & Surgeons, Inc. d/b/a SIU HealthCare. Responsibilities include managing cardholder enrollment and account maintenance, providing training and guidance to program participants, auditing all procurement card transactions for compliance, coordinating with financial institutions and internal stakeholders, and recommending program enhancements that strengthen controls, improve operational efficiency, and support organizational objectives.

*This position is ON SITE only*

Examples of Duties

Procurement Card Program Administration 50%

Administer all aspects of the Procurement Card Program for SIU School of Medicine and SIU

HealthCare.

• Review and process Procurement Card enrollment applications, including Cardholder, Reviewer,
  
  

and Approver requests, ensuring completeness, accuracy, and appropriate departmental and Financial

Affairs approvals.

• Establish, modify, and maintain procurement card accounts through the banking vendor platform,
  
  

including issuance of new cards, replacement cards, spending limits, merchant category

restrictions, and account controls.

• Securely receive, store, and distribute procurement cards in accordance with established
  
  

internal control requirements.

• Monitor cardholder activity and approval workflows to ensure timely reconciliation and approval
  
  

of transactions within established billing cycles.

• Maintain comprehensive and accurate records of cardholder documentation, account activity,
  
  

correspondence, approvals, and compliance actions to support audit requirements and institutional

record retention standards.

• Administer policies and procedures governing card issuance, usage, suspension, and revocation.
• Collaborate with Procurement Services leadership regarding card suspensions, account
  
  

restrictions, corrective actions, and program enforcement measures.

• Develop, coordinate, and deliver training programs for cardholders, reviewers, and approvers
  
  

regarding program requirements, policy updates, and best practices.

• Prepare and distribute program-related communications, guidance documents, notifications, and
  
  

correspondence to stakeholders.

• Serve as the primary liaison between SIU School of Medicine and the banking institution for
  
  

procurement card services, account administration, fraud resolution, and operational support.

• Maintain and update the Procurement Card Program Policies and Procedures Manual to ensure
  
  

alignment with institutional policies, regulatory requirements, and industry best practices.

• Analyze program data and purchasing trends to identify opportunities for increased efficiency,
  
  

cost savings, compliance improvements, and enhanced utilization of program features.

• Prepare recurring and ad hoc reports, dashboards, and statistical analyses for management
  
  

review.

• Recommend and implement process improvements, internal controls, and program enhancements that
  
  

strengthen oversight and optimize program performance.

• Coordinate responses to card security issues, including fraudulent activity, compromised
  
  

accounts, lost or stolen cards, and phishing incidents, working directly with cardholders and

banking representatives to mitigate risk and resolve issues.

Compliance Monitoring and Audit Review 45%

Perform comprehensive compliance reviews and audits of all procurement card transactions for SIU School of Medicine and SIU HealthCare.

• Conduct detailed reviews of procurement card transactions to ensure compliance with institutional policies, procurement regulations, and financial controls.
• Identify and investigate transactions involving:
• Prohibited or unauthorized purchases;
• Improper sales tax charges;
• Missing or incomplete supporting documentation;
• Required exception approvals not obtained;
• Split or repetitive transactions designed to circumvent purchasing limits or controls; and
• Other indicators of non-compliance or misuse.
• Ensure procurement card activity complies with:
• SIU School of Medicine and SIU HealthCare policies and procedures;
• University financial guidelines;
• Internal and external audit requirements;
• Illinois Procurement Code; and
• Applicable federal, state, and_ regulatory requirements.
• Evaluate potential instances of procurement card misuse, abuse, or fraudulent activity and coordinate appropriate corrective actions.
• Maintain documentation of compliance reviews, audit findings, corrective actions, and
  
  

disciplinary recommendations.

• Administer processes related to procurement card violations, including:
• Investigative reviews and findings;
• Corrective action recommendations;
• Temporary suspension or revocation of card privileges;
• Remedial training requirements; and
• Reapplication and reinstatement procedures.
• Collaborate with departmental leadership, Financial Affairs, Internal Audit, and other stakeholders to address compliance concerns and strengthen internal controls.
  
  

Other 5%

• Assist with maintaining and updating Procurement Services information, resources, forms, and announcements on the HIVE and SIU School of Medicine websites.
• Participate in departmental initiatives, special projects, and continuous improvement efforts.
• Perform other related duties as assigned in support of Procurement Services operations and organizational objectives.
  
  

Qualifications

Credentials to be Verified by Placement Officer

• Any one or any combination of the following, totaling four (4) years (48 months) from the categories below of which two (2) years (24 months) must be actual work experience:
• Work experience performing duties comparable to those performed at the Procurement Officer Specialist level of this series or in positions of comparable responsibility AND/OR
• Six (6) months college credit for course work in any field
• 30 semester hours equals six (6) months
• 60 semester hours or Associate’s Degree equals one (1) year (12 months)
• 90 semester hours equals two (2) years (24 months)
• 120 semester hours or a Bachelor’s Degree equals three (3) years (36 months)
• Master Degree or higher equals four (4) years (48 months)
  
  

NOTE: Possession of a current Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) from The Universal Public Purchasing Certification Council (UPPCC), or a current Accredited Purchasing Practitioner (APP) certificate, Certified Purchasing Manager (CPM) or Certified Professional in Supply Management (CPSM) from the Institute for Supply Management (ISM) or equivalent certifications may satisfy a portion of the above requirements.

Knowledge, Skills & Abilities (KSA’s)

• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Basic knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
• Knowledge of laws, the Illinois Procurement Code, government regulations, executive orders, knowledge of State of Illinois and State University Procurement procedures, as well as state and federal laws as they pertain to purchasing.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits.
• Knowledge of materials related to procurement, production processes, quality control, costs, and other techniques for maximizing the effective manufacture and distribution of goods.
• Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, and coordination of people and resources.
• Skill in negotiation and facilitation.
• Skill in mediation and dispute resolution.
• Skill in completing assignments accurately and with attention to detail.
• Ability to analyze and solve work related problems.
• Ability to communicate effectively in both oral and written form.
• Ability to work successfully as a member of a team and independently with moderate supervision.
• ability to train and supervise others
• Ability to work collaboratively and build strategic relations with colleagues, coworkers, constituents and volunteers inside and outside of the organization.
• Ability obtain, combine, and organize information into meaningful patterns.
  
  

Condition of Employment

Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional, Semi-Professional, or Managerial will be subject to the following Condition of Employment: Pursuant to the State University Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.

Supplemental Information

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

The SIU School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security . This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the

"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.