P-Card Program Coordinator

P-Card Program Coordinator

Post Number: S15201P

Working Title:

P-Card Program Coordinator

Department: FD-Procurement

Employment Type:

Full Time

Schedule:

Monday through Friday 8-5

Salary: $50,000 per annum (advertised)

Start Date:

07/01/2026

To carry out these missions, the Procurement Specialist specializing in the P-Card arena serves as a coordinator that provides administrative, operational direction, and oversight for UGA’s P-Card Program. Serves as first point of contact for P-Card matters. UGA’s P-Card program is approved for 868 P-Cards and each card has a Cardholder, Approver 1, Approver 2, and occasionally a Reconciler. This position will have or obtain a Georgia Certified Purchasing Card Associate certification (GCPCA) and this certification will be renewed every 5 years.

Performance of these duties requires knowledge and understanding of State, Regents, and University purchasing policy and procedure, along with the State’s Purchasing Card Program, more specifically.

Bachelor’s degree in a related field or equivalent and 2 years of professional experience

• Excellent communication skills.
• Enthusiastic engagement in partnering with stakeholders to achieve mutual success.
• Active thinking, analysis, problem solving, and evaluation to develop and execute plans.
• Initiative and independent judgment.
• A high level of commitment to supporting the University community.

• Sit, bend.
• Type and communicate via telephone and email.

• Administers the issuance of new P-Cards for the University and audits/reviews the eligibility of applicants.
• Responsible for the collection, review, and maintenance of various forms and agreements.
• Responsible for auditing original applications, default allocation information, and related materials for accuracy. As necessary during the course of review, communicates with departments and individuals to seek clarification and resolve issues.
• Responsible for auditing prior spend, special approvals, policy compliance for role set up, and ensuring that HR has notified that proper background and credit checks are completed.
• Set up new users in Bank’s software program.
• Maintains record retention standards for all P-Card related paperwork.

• Reviews and administers requested changes for all P-Card roles, single transaction limits, monthly credit limits, temporary limit increase, role changes, name changes, special approvals, and default speed types.
• Audits requests for compliance to policy.
• Audits all roles for proper documentation, education, and obtains proper approvals.
• Depending on the request, additional forms will be prepared for review and final approval by DOAS and OPB.

• The P-Card coordinator maintains a spreadsheet that is used by the P-Card team to track and alert cardholders of pending renewals.
• Responsible for contacting Cardholders at 60 days and at 30 days prior to expiration of their cards with an email explaining the renewal process and providing the renewal form.
• Responsible for collecting all necessary documentation required by policy for renewal including the HR notification of a clear background and credit check, renewal form with proper signatures, and approval from the P-Card Administrator and the CFO.
• If the card expires prior to all steps being completed, the coordinator is responsible for updating the Bank’s system to inactivate the card. Conducts follow up as necessary and once all steps are complete reactivates the card.

• Researches and answers inquiries from campus, vendors, State Purchasing, management, etc. concerning various P-Card-related matters.
• These include but are not limited to: allowable and unallowable purchases, role set up, eligibility requirements, reconciliation, emergency purchases, split purchases, potential violations, etc.

• Ensures P-Card transaction involving physical labor over $2,499 have required e-verify documentation and records these for inclusion in the annual report.
• Reviews the EITS daily report to ascertain if access to systems needs to be altered or revoked.
• Track…