Travel Card Administrator

Stony Brook, NY
Jun 14, 2017
Institution Type
Four-Year Institution
Job Description

Travel Card Administrator-1603655

Required Qualifications (as evidenced by an attached resume):

Bachelor’s Degree. Three years of full time progressively responsible work experience in a Business/Finance or Procurement/Accounts Payable environment to include experience working with a Corporate Credit Card program. Advanced proficiency in Microsoft Office, specifically Excel (i.e. pivot tables, simple formulas, V-lookup, etc.) and Word.

Preferred Qualifications:

Bachelor’s Degree or higher in Business or a related field. Experience working in a higher education setting. Higher education experience working with a Corporate Travel Card program. Experience with Concur Travel & Expense Management system. Experience with financial systems such as PeopleSoft/Oracle. Knowledge of SUNY Finance and Management systems. Knowledge of New York State/Research Foundation Travel policies and regulations.

Brief Description of Duties:
The Travel Card Administrator will be responsible for the overall management of the Travel and Non-Employee Travel corporate card programs for the University, Medical Center and LISVH. The selected candidate works in partnership with the Assistant Vice President of Procurement, Director of Accounts Payable, and Assistant Director of Accounts Payable to support management of existing as well as the implementation of new and improved card programs/systems. This role is responsible for developing, promoting, and driving compliance with our corporate travel card programs. This requires strong analytical and audit skills in order to work beyond the written policies and seek to identify any non-compliant or concerning activities associated with the program.

The successful candidate is responsible for the program’s management, administration and compliance; which includes card issuance, card distribution, training, security and control procedures, monitoring use of card, as well as managing reconciliation process of travel card expenses. Given the nature of this role, the candidate must embrace and practice high ethical standards and desire to enforce compliance to policy. Works independently under moderate supervision. Excellent written and strong communication skills are essential for this position. The selected candidate must be organized and detail oriented, with the ability to multi task. Reports to the Director of Accounts Payable. Program currently consists of over 600 cardholders and is close to $160K per month in expenditures.

  • Manages all aspects of the Corporate Travel Card programs. Communicate and promote program benefits, enhancements, and cardholder responsibilities.
  • Supervises and manages cardholder enrollment. Approves and reviews all credit card applications for valid approval and funding information. Processes applications on Citibank for issuance of card.
  • Receives and distributes all cards, ensuring that NYS acknowledgement form is signed by all card holders.
  • Documents and maintains policies and standard operating procedures for corporate travel card programs, prepares all card holder/supervisor training documentation manuals.
  • Provides training on the use of the card programs, trains all cardholders and supervisors. Responsible for ensuring that all employees are properly instructed on card usage consistent with NYS policy as well as University specific policies and procedures.
  • Trains cardholders on the Citibank’s Citi-manager VISA system/Concur.
  • Performs maintenance of card holder records such as financial accounts, reporting hierarchy, monthly and single transaction limits and all changes related to application records.
  • Monitors travel card expenditures. Analyzes card holder spend reports to ensure compliance with travel requirements. Creates custom reports using Citibank Custom Reporting System/Concur.
  • Provides extensive customer support for cardholders which includes implementing card program controls, assisting in fraud issues and disputes cases, addressing lost or stolen cards, and issuance of replacement of cards.
  • Oversees compliance in the submittal of Travel Card Reconciliations, monthly statements and all supporting documentation.
  • Supervises the monthly central card payments to Citibank and recharges to departmental accounts.
  • Performs auditing procedures to monitor and review transaction compliance with all corporate travel card policies and procedures and prepare detailed reports of all findings and warning notifications. Cancel or suspend cards as appropriate.
  • Manage compliance to current State and Research Foundation Travel policy and procedures.
  • Evaluates Travel card program effectiveness, continuously develops and implements improved methods and program strategies, and proactively pursue desired outcomes. Identifies metrics of program success and builds a performance-monitoring system.
  • Coordinates, prepares and maintains all Travel card documentation necessary for audits. Responds verbally and in written format to all audit inquiries including Internal Audit, SUNY and OSC.
  • Acts as liaison with Cardholders, Departments, SUNY Central, OSC representatives, Travel Agency and Citibank on matters involving the Travel Card program.
  • Represents Procurement/Accounts Payable at training sessions that relate to corporate credit cards; develop comprehensive presentation materials that will visually organize the corporate travel card policies and practices.
  • Other duties or projects as assigned as appropriate to rank and departmental mission.

  • Special Notes: This is a full time position. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

    Stony Brook University is 100% tobacco-free as of January 1, 2016. See our policy and learn more at

    Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

    About Stony Brook:

    Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollack House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.

    Stony Brook University is an Affirmative Action/Equal Opportunity employer. We encourage protected veterans, individuals with disabilities, women and minorities to apply.

    If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed on line at the University Police website at

    Official Job Title: Senior Staff Assistant
    Job Field: Administrative & Professional (non-Clinical)
    Primary Location: US-NY-Stony Brook
    Department/Hiring Area: Accounts Payable-Stony Brook University
    Schedule: Full-time Day Shift 8:30 am - 5:00 pmAccounts Payable-Stony Brook University
    Posting Start Date: Jun 13, 2017
    Posting End Date: Jul 13, 2017, 10:59:00 PM
    Salary: Commensurate with experience within the range of $60,000 - $70,000
    Salary Grade: SL3


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