Assistant Director of Purchasing - Procurement Card and Travel Administrator

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Department: Purchasing

Location: West Haven, CT

Assistant Director of Purchasing - Procurement Card and Travel Administrator

Who we are:

The University of New Haven, founded on the Yale campus in 1920, is a private, coeducational university that has been recognized by The Princeton Review and U.S. News & World Report for academic excellence. Located between New York City and Boston in the shoreline city of West Haven, the University is a diverse and vibrant community of nearly 9,000 students from across the globe.

Within its five colleges, students immerse themselves in a transformative, career-focused education across the liberal arts and sciences, fine arts, business, engineering, public safety and public service. More than 100 academic programs are offered, all grounded in a long-standing commitment to collaborative, interdisciplinary, project-based learning.

Under the general supervision of the Director of Purchasing, this position will assist in the daily administration of the University’s Purchasing Card Program (PCard) and will provide centralized support for the travel needs of University members. Duties will include maintaining the PCard system, educating the University community on PCard program’s policies and procedures, and ensuring PCard purchasing activity complies with University policy.

The Assistant Director will also support the University community with travel needs and solutions as prescribed by policies and procedures.

You will:

• Maintain the University’s PCard system, including implementation, creating training materials and running in person or virtual training programs, processing PCard applications, change requests, maintain approval queues and responding to campus inquiries regarding the PCard program.
• Monitor cardholder activity to ensure compliance with University policies, procedures, and applicable regulations.
• Perform complex program analysis, reconciliations, and research.
• Generate and distribute reports and analytics on procurement card usage for internal stakeholders and external auditors.
• Use data insights to identify opportunities for improvement and inform decision makers and to collaborate with Accounts Payable, Procurement, and unit/departmental colleagues to promote efficient and compliant purchasing practices.
• Conduct regularly scheduled (or ad hoc) audits and transaction reviews to detect and address potential misuse or fraud.
• Research and review suspicious or inappropriate activity in accordance with established policies and procedures. Advise cardholders, approvers, and travelers of findings to facilitate resolution. Issue corrective action correspondence on low level policy violations and make recommendations on higher level violations.
• Ensure compliance with all federal, state, and local regulations including those related to sponsored program initiatives for PCARD use and travel requirements.
• Perform other duties related to those enumerated above, which do not alter the basic level of responsibility of the position.

You need:

• A bachelor’s degree in business administration, accounting, public administration, or related field and at least 3 years of PCard Program administration experience.
• Must possess excellent written and verbal communication skills, effective organizational communication skills, and Microsoft Office Suite skills.
• Strong human relations and people skills to maintain effective, professional, and cooperative working relationships with managers, supervisors, coworkers, and all internal and external University customers.
• Excellent organizational skills and techniques.
• Ability to work independently, prioritize work duties, and demonstrate effective time management skills to meet Accounts Payable, Business Office, University, state, and/or federal deadlines.
• Ability to work independently, multi-task, and transition quickly between priorities…