Procurement Card/Ecommerce Manager

Essential Duties

1.Reviews and determines staffing needs, job posting requirements, salary guidelines, and labor agreement interpretations for exempt and non-exempt staff in one or more functional department of the University. 2. Manages the administrative support needs for exempt and nonexempt staff and provides recommendations, improvements, solutions and assistance as needed. 3.

Manages and monitors technology needs, conducts inventory, and system requirements for the assigned departments. 4. Develops and prepares budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance reports for the departments. 5. Manages the use of facilities in one or more departments including office space, work stations, equipment, and office supplies. 6.

Manages administrative support for activities of one or more departments to ensure timely completion of projects. 7. Manages and coordinates training sessions for assigned departments when new policies or practices are adopted. 8. Ensures compliance with University and federal regulations as they apply to the assigned departments. 9.

Identifies, plans, and develops administrative policies for the assigned departments. 10. Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions of the assigned department. 11. Assesses and makes recommendations regarding staff development and staffing levels. 12.

Monitors, develops, plans, and executes systematic research on user requirements through such mechanisms as surveys, interviews, focus groups and competitive analysis. 13.

Manages a staff of exempt and non-exempt employees. 14. May perform other duties as assigned.

Required Education and Experience

Bachelor's Degree in related field and three years of related experience or an equivalent combination of education and experience.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Position Focus:

As Procurement Card/eCommerce Manager, reporting to the Pcard / eCommerce Leader, you will oversee the administration of the organization's procurement Pcard, virtual card and eCommerce programs. Your responsibilities will include implementing and assuring adherence to policies and procedures, ensuring compliance with regulatory and internal requirements, monitoring card usage, and providing training and support to cardholders while promoting best practices across the community.

The PCard/E-commerce Manager oversees the day-to-day operations involving issuance/access, restrictions, annual campaign tasks and changes to spend limits of these programs. This includes working with the PCard/E-commerce program leader in developing and implementing strategies to strengthen controls, optimize the user experience, monitor supplier network, improve managing the platforms and technology, and supporting a team of specialists.

As the manager of the Specialist team, ensure good customer service is deliveries by acting as a point of escalation to address and ensuring the timely resolution of customer issues, providing suitable tools/resources and capturing critical feedback. The role will collaborate with the Data Analytics team to analyze spending patterns, detect fraud, identify cost savings, and propose sourcing opportunities. Along with the PCard/E-commerce program leader, act as a primary liaison between program providers and the Business offices and/or functional departments.

PCard Program

• Alongside the PCard/E-commerce program leader, support and coach the Specialist team engaged in creating, distributing, terminating, and changing limits of university Purchasing Cards. Handle the first level of review and approves for exception requests and other escalated items.
  
  Monitor daily queues to support and insure expert, timely and accurate processing of PCard transactions and inquiries. Train department Business Offices on policies/procedures and card holder best practices. Research fraudulent activity and escalate promptly. Work with stakeholders resolve issues and help simplify the process.

Virtual/SUA program

• Maximize annual rebate by expanding participation in the program. Drive ongoing campaigns to solicit existing and new suppliers to use virtual credit card payment function to reduce overall operating costs.
  
  Reconcile (audit, correct, and align) monthly Virtual Provider System and Workday payment files and report findings quarterly to CPO/Controller's office. Work with AP dept. to assign payments to suppliers through individual porta and ensure payments are processed upon issuance and extend time limit if needed. Consult with Contracts Mgt. to incorporate Virtual/SUA instructions, policies, and procedures in master agreements.

Amazon Program

• Handle requests for Central B2B account access and setup individuals in the appropriate sub-groups. Work with Procurement Analytical in tracking sub-group spend and detecting fraudulant activities.

Preferred Education, Experience and Skills:

BA in business administration, finance, accounting, or related field. Proven experience (3 years) in procurement, financial services, eCommerce, management, or a similar role.

Experience managing a team. Strong understanding of procurement card programs, eCommerce platforms, policies, and regulatory requirements. Excellent analytical skills with ability to interpret data and identify trends.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.