Procurement Card Administrator

Procurement Card Administrator

Posting Number: S

Position Title:

Procurement Card Administrator

Position Type:
Staff

Location:

Villanova, PA

Recruitment Type:
Internal/External Applicants

Work Schedule:

full-time/12-months

Avg Hours Week: 435-Procurement Office

• Join a mission-driven organization. Since Villanova University’s founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
• Villanova has been included among the nation’s best colleges and universities. VU’s inclusion again in U.S. News & World Report’s 2025 “Best Colleges” rankings is another indication of the University’s continued prominence and forward momentum.
• Villanova’s most precious asset is our people
  . As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more .

The Procurement Card (P-Card) Administrator is responsible for comprehensive management, oversight, compliance, and continuous improvement of the University’s Procurement Card Program and daily review of travel and expense reimbursement requests. This position safeguards University funds through daily transaction review, auditing, policy enforcement, reporting, training, and system administration, including management of the University’s AI-driven audit software (App Zen) used to review Procurement Card and select employee expense transactions.

The Pcard Administrator is also responsible for the virtual card program.

The Administrator serves as the primary liaison between employees, cardholders, approvers, Procurement, Accounts Payable, Finance, Internal Audit, and the University’s credit card provider and audit software vendor.

Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.

• Administer all operational aspects of the University’s P-Card program.
• Issue new cards, close accounts, update profiles, and maintain accurate cardholder records.
• Monitor card activity for fraud, misuse, or policy violations and take appropriate action.
• Manage the Declining Balance Card program, including card creation, funding adjustments, transaction audits, and customer support.
• Manage the Virtual Card program including reviewing and onboarding vendor in Payment Works, verifying information, and supporting the Disbursements Office for payments and the Controller’s Office in reconciliations.
• Manage travel and expense reimbursement program and provide support to employees on questions and concerns.

• Perform daily review of P-Card and travel and expense transactions for policy compliance and risk.
• Manage and monitor App Zen AI audit workflows, ensuring all P-Card and travel and expense transactions are reviewed and flagged exceptions are properly investigated and resolved.
• Review, analyze, and disposition App Zen alerts, documenting outcomes and corrective actions.
• Conduct audits of cardholder transactions and expense reports; monitor usage patterns; investigate unusual or questionable charges; and follow up with employees and supervisors.
• Perform monthly review and audit of transactions identified as low – medium risk in App Zen/Detect and not initially requiring Procurement review. Tracking missing affidavits for overuse, assessing points, and informing the supervisor.
• Review weekly virtual card payments ensuring suppliers withdraw their funds.

• Analyze vendor spend on the Procurement Card program to identify cost savings and contract opportunities.
• Collaborate with Procurement Buyers to support contract creation and promote adoption of preferred suppliers and contracts.

• Propose, draft, and implement updates to P-Card policies and procedures as part of continuous program improvement.
• Configure…