The Purchasing Card/Expense Analyst is responsible for the daily, weekly, and monthly oversight and support associated with the Vanderbilt Purchasing Card Program and ensuring compliance with the Travel and Expense Program. Responsibilities include purchasing card and travel and expense program and process optimization, customer service for departments, communication of policies and processes, purchasing card and expense analytics, and purchasing card and expense audit and compliance.
The Purchasing Card/Expense Analyst should have a strong analytical mindset, a strong knowledge of purchasing card and expense data, a deep understanding of developing key metrics and dashboards, and effective communication skills to present information in an informative way to assist in making decisions.
As a member of the Purchasing and Payment Services Team, the Purchasing Card Analyst assists in establishing and maintaining strong, collaborative relationships with Vanderbilt's faculty, staff and students and identifies additional ways to be of service and ensure cardholder satisfaction. This position supports the success of a high-performing organization by helping to champion and drive the full procure to pay process.
About the Work Unit:
The Purchasing and Payment Services Team (P PS) serves as the single point of contact for all centralized procurement and payment activities at the university, setting the overall strategy for Vanderbilt University's purchases and payments. As part of the Division of Finance, Purchasing and Payment Services provides an integrated approach to purchasing goods and services by connecting and integrating the procurement function to and throughout the entire supply chain processes within Vanderbilt to the final goods and services receipt process, and finally to payments issued to suppliers.
Key Functions and Expected Performance:
Completes day-to-day operations of the payment card programs including issuance, cancelation and reinstatement of cards, review and maintenance of card restrictions, and resolving customer service issues.
Completes day-to-day operations of the expense reimbursement process including processing cycle-times, adherence to travel and business expense policies, audit of expense reports, recoupment of unallowable expense, and dispute resolution.
Reviews, maintains, communicates, and continuously improves the university's payment card and expense reporting policies, standards, and procedures.
Coordinates and collaborates with our expense reporting (Oracle) and credit card providers (US Bank) to ensure system and process optimization.
Communicates with cardholders and divisional business leaders on all issues related to transactions flagged for non-compliance with policy, delinquency, and personal usage.
Monitor changes to cardholder data environment to ensure compliance and adequate security is maintained.
Tracks and analyzes expense report and card program data and creates relevant reporting and dashboards for actionable decision-making by Finance leadership.
Reviews employee expense reports to ensure compliance with university's travel and business expense policies and procedures.
Uses professional judgement to know when to elevate concerns and provides resolution recommendations.
Meets defined department goals and activity metrics.
Seeks opportunities for continuing process improvement in terms of processes and capabilities within this role and of the Finance group overall.
Assists in special projects and additional duties as assigned.
This position does not have regular supervisory responsibility, though it may take lead with teams of peers both within and across functions on specific projects. This position reports administratively and functionally to the Expense Reporting Manager.
Three or more years of experience in an expense or payment card program is preferred.
Bachelor's degree required, with emphasis in Accounting or Finance is preferred.
Certified Purchasing Card Professional (CPCP) from the National Association Procurement Card Professionals is preferred.
Experience working with purchasing card processing platforms (BOA Works, U.S. Bank Access Online) and expense management software (e.g. Oracle or Concur) is preferred.
Ability to build and maintain effective working relationships with a range of people understanding their needs and goals is preferred.
Ability to work cooperatively with others as part of a team, as opposed to working separately or competitively, is preferred.
Proven skill in attention to detail and a highly organized work style in collaboration with effective written and verbal communication skills is preferred.
Ability to communicate with various levels within the university and ability to influence without authority is preferred.
Ability to simplify complex problems, processes or projects into component parts and explore and evaluate relationships to make assessments and develop conclusions is preferred.
Ability to foster imagination, creativity and experimentation, taking and promoting considered risks, celebrating creative successes and learning from failure, showing openness to alternative ways of doing things is preferred.
Ability to manage time, handle multiple tasks with varying priorities, and meet deadlines and goals is preferred.
Ability to think critically, make assessments, and develop necessary plan of action is preferred.
Passion for facts and figures, demonstrated analytical skills and creative problem solving abilities are preferred.
Ability to learn quickly and willingness to take direction/coaching from others is preferred.
Openness to change, adaptability and skill in working effectively with a variety of situations, individuals or groups is preferred.
Ability to understand and appreciate different and opposing perspectives on an issue is preferred.
Familiarity with data mining software is preferred.
Key Characteristics of a Successful Team Member in this Work Unit:
Analytical & Detail-Oriented – Accurately assesses information and applies applicable law, policy and procedure. Considers the long term implications of actions today and advises employees appropriately. Even small mistakes can create big issues; attention to detail work indicates care about the outcomes.
Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.
Raises the Bar – Expects and delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better. Places a high value on learning and getting better
Hard-Working – Is industrious as well as efficient (busy isn't the same as productive). Can juggle multiple competing priorities simultaneously without becoming overwhelmed.
Teamwork – Genuinely values teamwork and co-workers; make them feel valuable and important by acknowledging what they do well. Doesn't expect from others effort that one is unwilling to do themselves. Finds ways to acknowledge other's strong suits.
Acceptance of Feedback – Takes constructive criticism with grace, and make improvements without taking it personally or holding grudges. When wrong, owns it – freely admits mistakes.
General Characteristics of a Successful Vanderbilt University Staff Member:
Adaptability – Reads cues and adapt accordingly. Adjusts style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts.
Assumes Positive Intent – Assume that others are working and taking action with good intentions. They may not have all the information yet and asking thoughtful questions and providing information is critical to mutual understanding and moving forward with success.
Assumes the Best -- Assume that others are working as hard as you are on things that are as important as what you are working on. Just because you don't know what someone does, it doesn't mean they're not doing anything.
Autonomous – Self-managing; self-motivated. Manages time, activities and outcomes well so that progress stays on track. Cleans up after themselves.
Believes – Believes in the work being done and in the importance of the organization's mission.
Creative Thinking – Goes beyond the boundaries of the job description, willingly takes on new challenges, finds creative solutions rather than always awaiting direct instructions
Eager – Enthusiastic, wanting to learn, wanting to continue one's personal and professional development and expertise.
Helpful Nature – Offers to help lighten the load for others in times of need. Volunteers rather than waiting to be asked. Understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate.
Honest and Transparent – Doesn't have hidden agendas. Doesn't play people against each other. Is authentic and forthright.
Maturity – Exhibits professional maturity; doesn't pass the buck to dodge accountability; doesn't engage in petty office politics or inappropriate social conduct
Naturally Communicates – Readily shares information and is comfortable working within a highly collaborative team. Communicates proactively. Understands that open communication and the sharing of knowledge is fundamental to the success of the team. Asks for advice, and considers it thoughtfully.
Nice – Asks caring, interested questions and is a good listener. Smiles and is grateful. Sends appropriate notes of thanks to others who have helped. Avoid gossip or saying negative things about co-workers. Patient and generous. Make suggestions rather than stating hard and fast opinions. Avoids being negative, sarcastic, and cynical.
Optimistic – Is friendly, tirelessly cordial, polite, and genial. Comes in to work with a good attitude and doesn't bring their own personal ‘little black clouds’ into the work environment.
Perspective – Maintains a sense of humor and perspective. Can laugh first and foremost at oneself.
Praises Publicly; Criticizes Privately – When dealing with a difficult co-workers or customers, ‘pretend your children are watching’ how the situation is handled. Good manners help keep a cool head. Gives credit where credit is due.
Reliable – Does what they say they will do, when they say they will do it. Shows up for work when expected. Doesn't push the burden of work volume or deadlines to others.
Resilient – Is resilient in the face of daunting challenges and setbacks; bounces back readily.
Respect – Is friendly, tirelessly cordial, patient, polite, and genial. Comes in to work with a good attitude and is ready to help campus employees, managers, and colleagues through what may be a difficult and overwhelming time for them.
Responds Promptly – When emails and phone messages aren't returned in a timely way, it sends the message that the other party is not important. Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response.
Sharing – Shares information. Communicates proactively. Transmits knowledge; recognizes that ‘knowledge is power’ is less effective than ‘sharing knowledge is power.’ Asks for advice, and considers it thoughtfully.
Works through Issues – Recognizes that the work is about successful outcomes. If things aren't going well, outcomes suffer. Is willing to have crucial conversations if things aren't going well. Doesn't just complain to management . . . does everything possible to remedy the situation directly first.
Internal Number: 1800830
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.