P-Card Program Coordinator

Posting Details

Posting Details

Posting Number S15201P Working Title P-Card Program Coordinator Department FD-Procurement About the University of Georgia

Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university (https://www.uga.edu/). The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

About the College/Unit/Department College/Unit/Department website Posting Type External Retirement Plan TRS or ORP Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information

Monday through Friday 8-5

Advertised Salary 50,000 Posting Date 05/26/2026 Open until filled Yes Closing Date Proposed Starting Date 07/01/2026 Special Instructions to Applicants Location of Vacancy Athens Area EEO Policy Statement

The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).

USG Core Values Statement

The University System of Georgia is comprised of our 25 institutions of higher education and learning, as well the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 08.02.18.01.02.

Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.

Position Information

Classification Title Univ Procurement Officer II FLSA Exempt FTE 1.00 Minimum Qualifications

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

Preferred Qualifications Position Summary

The Procurement Specialist serves a critical role in achieving the University's tripartite mission of teaching, research, and public service. In addition the Procurement Specialist, as a part of Finance and Administration, works to provide exceptional service and stewardship of the University's financial, human, and physical resources.

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.

Knowledge, Skills, Abilities and/or Competencies

• 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.

Physical Demands

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

Is driving a responsibility of this position? No Is this a Position of Trust? Yes Does this position have operation, access, or control of financial resources? Yes Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of 18 or direct patient care? No Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) Yes Credit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Background Investigation Policy

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Duties/Responsibilities

New P-Card Requests:

• 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

Percentage of time 20 Duties/Responsibilities

P-Card Change Requests:

• 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.

Percentage of time 20 Duties/Responsibilities

Renewals:

• 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.

Percentage of time 15 Duties/Responsibilities

Customer service:

• 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.

Percentage of time 20 Duties/Responsibilities

Additional Duties:

• 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.
• Tracks types and number of non-compliant transactions.
• Writes and issues violation notices to cardholders and their respective roles.
• Discusses the need for possible card suspension with administrative superiors and takes action as directed.
• Assists with completion of annual P-Card audit required by DOAS.
• Serves as backup for review of payment requests during periods of absence of the primary duty holder.

Percentage of time 15 Duties/Responsibilities

Training:

• Trains all roles in the P-Card program in proper P-Card use including policy and procedure, role responsibilities, pre-approval process, making the transaction, allocation and reconciliation in the Bank's software program, collection and retention of adequate documentation and monthly reconciliation of the bank statement.
• Responsible for: conducting monthly group initial training and one on one training as needed (in person or via internet), advising individuals of required completion of annual refresher training, monitoring for compliance, taking action within the bank's system to inactivate cards for those cardholders who have roles that are non-compliant with completing refresher training.
• Drafts training materials, updates and revises to reflect changes in policy and procedure, and presents for managerial approval.

Percentage of time 10

Contact Information

Recruitment Contact

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name Dawn Cowart Recruitment Contact Email dcowart@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume/CV

Optional Documents

• Cover Letter