Procurement Card Administrator

FINANCIAL SVC ANL 2 CX (004754)

UCPath Position ID: 40068146

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1123474

Approved Date:

3/5/2026 7:47:38 PM

Date Last Edited:

3/5/2026 7:47:34 PM

Last Action Effective Date:

9/5/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6400O

Organization:

VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Division Code:

6440D

Division:

BUSINESS & FINANCE SOLUTIONS

Department:

351000 - ACCOUNTS PAYABLE

Position Details

UCPath Position Number:

40068146

Position Description ID

166505

UC Payroll Title:

FINANCIAL SVC ANL 2 CX (004754)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40107910

Reports to Payroll Title:

FINANCIAL SVC SUPV 1

UCPath Department Head Position Number:

41207411

Department Head Payroll Title:

ORGANIZATIONAL DEV MGR 2

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the general direction of the supervisor, the Procurement Card Administrator will work independently to complete a variety of program administration assignments for various UCLA payment card programs including: procurement cards (P-Cards), virtual/ghost cards, and other card programs, as they may develop. The Procurement Card Administrator will perform regular reviews of transactions reconciled by  P-Card cardholders to determine accuracy and ensure that policies and procedures are consistently being followed. The Procurement Card Administrator has the responsibility of processing procurement card applications, issuing procurement cards, maintaining user and card profiles in the issuing bank's online administration tool, and addressing campus inquiries regarding the card program. The incumbent will also ensure the procurement card bank statements and payments are properly reconciled and that all the financial controls are met in addition to assisting the group with automation and revenue generating opportunities.

Program Administrator

 • Serve as the Procurement Card (P-Card) Administrator.

 • Update card accounts in the issuing bank’s online system based on customer needs including account changes, opening/closing of accounts, spending limits, and spend approvals for individual cardholders.             

 • Monitor cardholder reconciliation activity for timeliness.

 • Produce analytical reports detailing program spend and compliance metrics for management. 

 • Ensure P-Card training materials are thorough and up-to-date. Track cardholder training records to ensure refresher training is taken as defined by policy.

 • Contemplate ways the P-Card program can be improved and make recommendations to management.

 • Provide backup support to team members, as needed.

55%

Campus Support / Communications

Respond to online portal inquiries, phone calls, and emails in a timely manner with clarity and professionalism.

25%

Compliance

 • Perform audits on procurement card transactions.  Validate appropriateness of purchase, sufficiency of documentation, and compliance with policies.

 • Track policy infractions and communicate as appropriate per the procurement card infractions procedure.

20%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in related area and/or equivalent combination of education and experience/training.

Required

And

Minimum of 2 years

of experience in payment card administration.

Required

Skill in analyzing information, practices, or systems to identify problems, formulate logical and objective conclusions, and recognize alternatives and their implications.

Required

Ability to evaluate impact on workload of projects and to meet specified deadlines.

Required

Demonstrated ability to provide excellent customer service in order to appropriately respond to customer requests.

Required

Excellent written and verbal English communication skills to communicate effectively with customers, co-workers, supervisors, employees, and vendors.

Required

Demonstrated ability to read and comprehend English sufficient to understand and interpret guidelines, documentation, and pertinent policies and procedures.

Required

Demonstrated ability to work in a team environment and be an effective team player.

Required

Demonstrated working knowledge of and ability to enter data on line into a computerized financial system.

Required

Skill in utilizing personal computer, spreadsheet, word processing, and electronic mail applications to prepare analyses and communicate effectively with others.

Required

Ability to analyze payments and corresponding documentation to determine if the transactions are within applicable policies and procedures.

Required

Excellent interpersonal skills to interact effectively and diplomatically with faculty, staff, campus administrators, and subordinates and to establish rapport and gain the trust of others.

Required

Working knowledge of University and basic accounting principles such as debiting and crediting.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Other University Setting(s)

Location:

UCLA Wilshire Center

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.