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Purchasing Card Administrator (Hybrid)

Macalester College
Saint Paul, MN

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Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details


The Purchasing Card Administrator manages Macalester College’s purchasing card (Pcard*) program to optimize annual revenue share through responsible card use, effective training, adequate controls, and quality service delivery. 

This is a full-time with a hybrid onsite/work from home schedule and daily business hours of approximately 8:00am-4:30pm. 


About The Department: 

The Business Services Team fosters responsible stewardship of Macalester’s financial resources through integrity, effectiveness, and innovation. Guided by the College’s mission, we strive to deliver consistently exemplary service with respect for the diverse needs of the entire Macalester community and external parties who rely on our work. We partner with our constituents to help them achieve their goals through timely and accurate resources, fiscal accountability, best practices, technical expertise, and ethical guidance fueled by a solutions-oriented spirit.

  • Purchasing Card:
    • Processes vendor payments via Pcards
    • Orders new and replacement Pcards
    • Trains Pcard holders, reconcilers, and approvers
    • Monitors new Pcard users for compliance with College policies and practices, e.g. receipt retention, reconciling statements, personal use of Pcard, etc.
    • Manages accounting functions, including: download of monthly transaction file from 3rd party service provider, transaction audit and file preparation to Accounting, preparation of journal entries for Pcard general ledger account activity, and general ledger account reconciliations
    • Monitors user compliance with established timeline for cardholder reconciliation and approval
    • Executes changes to limits, authorizations, terminations, etc
    • Tracks Pcard charges vs. product/service delivery dates to ensure charges are applied to the correct fiscal year.  Prepares and submits journal entries at fiscal year-end to record proper allocation
    • Revises practices, as needed, to realize greater efficiency and/or effectiveness
    • Coordinates with the Pcard program's 3rd party service provider, as needed, to minimize fraud and optimize program effectiveness
    • Conducts monthly audit of Pcard transactions/receipts
  • Customer Service:
    • Supports campus constituents to ensure reliable information flow and effective service delivery
    • Coordinates with Pcard services provider, vendors, and other external parties to resolve questions and provides requested information
    • Collaborates with Business Services colleagues and campus constituents to facilitate quality service delivery
  • Accounts Payable:
    • Serves as primary back up to the Payables Specialist for entering payments and other duties
    • Serves as primary back-up to the Purchasing & AP Manager for processing the “check run”, which issues payments to employees and vendors via refund, check or ACH
  • Associate's Degree required. 
  • 1-3 years of purchasing card administration or account payable experience. 
  • Experience working in higher education highly preferred but not required. 
  • Demonstrated experience and enthusiasm for general customer service and user support.
  • Demonstrated knowledge in best practices and regulatory requirements for purchase card programs.
  • Proficiency in basic data mining and trend analysis to monitor appropriate purchasing card use.
  • Experience with workflow management to complete purchasing card and payment processing on an established schedule.
  • Demonstrated understanding of: 3rd party purchasing card provider system; Banner ERP or related software, spreadsheet and word processing applications, collaborative tools, e.g. Google software.
  • Demonstrated understanding of sound business principles and basic accounting.



The hourly wage for this position will be $23.00-$24.50 depending on experience.



At Macalester, we are proud to offer excellent comprehensive employee benefits. Here are some highlights:

  • 10% employer contributions to the retirement plan. 
  • Generous parental leave. 
  • Outstanding vacation and sick time packages, plus an additional 10 holidays.
  • Generous employer contribution to Health Savings Account.
  • Tuition assistance which pays between 75% - 100% of eligible tuition for employee dependents at select institutions.
  • Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.
  • Access to the athletics fitness facility, wellness coaching, and activities.

These are just some of the great benefits Macalester has to offer! To see our full benefits packages and options, please visit our Benefits Page.


Satisfactory completion of a criminal background check is a condition of employment.


Application Guidelines:

For best consideration, please submit your cover letter and resume through the Macalester Employment Opportunities webpage as soon as possible.  Interviewing will begin right away and, this role will be posted until filled. 

Jaclyn Howard

Talent Acquisition Manager



Macalester College - Institutional Overview

Founded in 1874, Macalester College provides students with the inspiration, insight, and experience to become successful and ethical leaders. Located in flourishing St. Paul, Minnesota, Macalester enrolls over 2,000 students from across the country and around the world. Macalester is a preeminent liberal arts college recognized for its student service and celebration of internationalism.

At Macalester, we look at our employees through a whole-person, holistic lens. With comprehensive benefits and well-being programs, we provide and enable our community members to grow and care for themselves, their families, and one another. Our whole-hearted fidelity to community-building and social justice exemplify these ideals.  Macalester College continuously prioritizes a culturally diverse and pluralistic community. We value individuals of all backgrounds and lived experiences. 

Our rich blend of people holding varied identities enhances our strong commitment to multiculturalism and global citizenship. We seek candidates who reflect and strengthen our campus environment. Macalester invites and encourages everyone to apply who would add depth to our community including those from all sexual orientations, races, ethnicities, national origins, genders, religions, abilities, and ages.


Working for Macalester College 

Since its founding in 1874, Macalester has provided students the inspiration, insight and experience to become successful and ethical leaders. Classes are taught by faculty whose passion is teaching and whose scholarship gains national recognition.
Two great cities at your doorstep. Macalester is nestled in a lovely, residential neighborhood–minutes from downtown St. Paul and Minneapolis–which offers students a wealth of internship opportunities in business, finance, medicine, government, law, the arts, and more.

Macalester students are citizens of over 90 countries.

Our faculty earned their advanced degrees from some of the best schools in the world, and they remain thought-leaders in their fields

Macalester students enjoy a wealth of resources for research on and off campus–specialized laboratories, libraries, museum collections, distinct population groups for surveys, even a natural history center. Often students undertake research that makes real contributions to their discipline. They publish papers in scholarly journals, participate in conferences, and provide analysis for policy makers and real-world use.


Macalester is committed to being a preeminent liberal arts college with an educational program known for its high standards for scholarship and its special emphasis on internationalism, multiculturalism, and service to society.

Statement of Purpose and Belief

At Macalester College we believe that education is a fundamentally transforming experience. As a community of learners, the possibilities for this personal, social, and intellectual transformation extend to us all. We affirm the importance of the intellectual growth of the students, staff and faculty through individual and collaborative endeavor. We believe that this can best be achieved through an environment that values the diverse cultures of our world and recognizes our responsibility to provide a supportive and respectful environment for students, staff and faculty of all cultures and backgrounds.

We expect students to develop a broad understanding of the liberal arts while they are at Macalester. Students should follow a primary course of study in order to acquire an understanding of disciplinary theory and methodology; they should be able to apply their understanding of theories to address problems in the larger community. Students should develop the ability to use information and communication resources effectively, be adept at critical, analytical and logical thinking, and express themselves well in both oral and written forms. Finally, students should be prepared to take responsibility for their personal, social and intellectual choices.

We believe that the benefit of the educational experience at Macalester is the development of individuals who make informed judgments and interpretations of the broader world around them and choose actions or beliefs for which they are willing to be held accountable. We expect them to develop the ability to seek and use knowledge and experience in contexts that challenge and inform their suppositions about the world. We are committed to helping students grow intellectually and personally within an environment that models and promotes academic excellence and ethical behavior. The education a student begins at Macalester provides the basis for continuous transformation through learning and service.

Company info
1600 Grand Avenue
St. Paul

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