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Staff Associate, Purchasing/Travel/Reimbursement (PTR) Services Administrator

Job Details

About Worcester State University:

WORCESTER STATE UNIVERSITY is a liberal arts and sciences university with a long tradition of academic excellence dating back to 1874, as well as an Affirmative Action/Equal Opportunity Employer that seeks to reflect the diversity of its community. Our workforce is dedicated to academic quality, student-centered programming, engaged citizenship, open exchanges of ideas, diversity and inclusiveness, and civility and integrity. We are looking for job applicants who share these values and commitment to our students.

Worcester State is centrally located in Massachusetts, about an hour's drive from Boston, Springfield, and Providence, Rhode Island. Our 58-acre campus is nestled in the residential northwest side of Worcester--the second largest city in New England and home to 37,000 college students at more than a dozen colleges and universities. Over 6,000 of those students attend Worcester State--approximately 5,300 are undergraduates and 1,000 are graduate students. Learn more about us at worcester.edu/about .


Job Description:

OFFICIAL TITLE: Staff Associate, Purchasing/Travel/Reimbursement (PTR) Service Administrator
SUPERVISION RECEIVED: Executive Director, Chief Procurement Officer
SUPERVISION EXERCISED: May supervise subordinate professional, classified, non-benefited, and student personnel, as assigned

General Statement of Duties: The Staff Associate, PTR Services Administrator is responsible for the management and administration of the university's P-Card, reimbursement, and travel services operation, under the general supervision of the Chief Procurement Officer. The incumbent will serve as the subject matter expert with top notch customer service and problem-solving skills. They will assume responsibility for training university personnel on the policies and procedures related to these processes and conform to and maintain a thorough knowledge and understanding of the federal, state, and university laws, rules, and regulations related to their responsibilities.

Responsibilities:

(E) = Essential

  1. (E) Exercises considerable independent judgment and adheres to established regulations, policies, and procedures in the receiving, reviewing, analyzing, processing, reconciling, and auditing of all travel transactions, and all card-based expenditures and reimbursements, including but not limited to procurement cards and gas cards to ensure appropriate internal controls are in place; maintains accurate, electronic files; prepares paper files for scanning/conversion to electronic files in appropriate record-keeping system(s).
    1. Documents and scrutinizes current policy,
    2. Evaluates organizational needs for purchasing card and identifies purchases that should have been made through a purchase order,
    3. Reviews credit limits, number of cards issued, and spend detail,
    4. Suggests new policy and procedures based on need for tighter controls,
    5. Ensures travel authorizations are in place before authorizing reimbursement for travel,
    6. Assists cardholders with expense report creation, and
    7. Follows up with approvers regarding unapproved expense reports; trains as necessary.
  2. (E) Trains university constituents on the policy, processes, and procedures related to purchasing cards, reimbursements, and travel services operations; serves as a subject matter expert; ensures all constituents have a copy of relevant policies.
  3. (E) Assists Chief Procurement Officer and/or designee with reviewing travel contracts, and terms and conditions; maintains travel reporting and analysis information to optimize travel spending.
  4. (E) Performs duties with a problem-solving and customer service mindset; identifies issues, problems, and opportunities; obtains and compares information from various sources to draw conclusions; develops and evaluates alternatives and solutions; solves problems and selects an appropriate course of action.
  5. (E) Assists employees with opening, reconciling, terminating accounts, and resolving fraud cases.
  6. (E) Confers with accounts payable, procurement, and other departments to ensure and facilitate a flow of information for the resolution of problems in a timely manner; works closely with departmental colleagues in support of a cross-training model to support peak period load times, during absences, and as a general resource for all users of departmental services; provides job-related training as needed.
  7. (E) Collaborates with senior leadership to implement a travel platform to assist university personnel with booking flights and making arrangements for transportation, accommodations, car rentals, and tours, based on the organization or individual's business and budget needs.
  8. (E) Reviews expense reimbursements and check requests for completeness and proper approval.
  9. (E) Participates in purchasing, accounts payable, and/or financial system upgrades.
  10. (E) Participates in professional development activities conducted by procurement, the Commonwealth of Massachusetts, and other institutions, as assigned; travels as necessary.
  11. Trains and monitors work study students, as assigned.
  12. (E) Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students.
  13. (E) Responsible for contributing to the WSU Strategic Plan.
  14. (E) Responsible for contributing to Equal Opportunity/Affirmative Action objectives.
  15. Performs other duties as assigned.



Requirements:

Required Qualifications:

  1. Bachelor's degree in business administration, business management, accounting, or similar field.
  2. At least three years of relevant professional experience in a fast-paced environment.
  3. Proficiency of Microsoft Office Suite including Word, Excel, and PowerPoint.
  4. Knowledge General Accounting Principles.
  5. Experience with analyzing data, drawing conclusions, and making recommendations.
  6. Strong attention to detail and excellent organizational skills.
  7. Ability to effectively balance multiple demands simultaneously, often with competing deadlines.
  8. Superior customer service and problem-solving skills.
  9. Must be a self-starter, with the ability to work well both independently and as part of a team.
  10. Ability to exercise sound judgment.
  11. Excellent oral and written communication skills.
  12. Ability to speak publicly and provide training to a variety of university constituents in an effective manner.
  13. Ability to successfully complete a thorough background check and CORI check.
  14. Ability to perform the essential functions of the position with or without reasonable accommodation.


Preferred Qualifications:

  1. Knowledge of Colleague/Datatel or other ERP systems, ImageNow, and MMARS.
  2. Familiarity with General Principles of Contract Law.
  3. Ability to supervise subordinate staff.
  4. Experience analyzing procurement cards and business-related travel.



Additional Information:

This is a full-time, benefited, exempt, professional APA position. The firm starting annual salary range for this position is $65,000 - $70,000, commensurate with relevant professional experience and education.

It is the policy of Worcester State University that all employees be fully vaccinated against COVID-19 before they begin employment. Proof of the COVID-19 vaccine is required of all individuals hired by WSU, to be verified after an offer of employment has been made, and as part of the background check process. Prospective employees may submit a request for exemption based on a religious and/or medical basis, to Human Resources, after an offer of employment has been made.

Worcester State University offers a competitive benefits package that includes:
  • a choice of 9 different pre-taxed, health insurance plan options
  • a choice of pension or 401(a), and supplemental plan retirement options
  • life insurance up to 8x the annual salary
  • long-term disability coverage
  • dental insurance
  • 20 vacation days accrued per year
  • 15 sick days accrued per year
  • 5 personal days per year
  • paid holidays
  • tuition remission for self, spouse, and dependent children
  • and more...
We are an equal opportunity/Affirmative Action Employer. M/F/D/V. Members of traditionally underrepresented groups are strongly encouraged to apply.


Application Instructions:

Applicants must apply online and may do so by visiting www.worcester.edu/careers, and submitting a cover letter, resume, and the contact information of three professional references.

For assistance with uploading materials, log a ticket via the HelpDesk link, or contact us directly at 508-929-8053.

URL: www.worcester.edu

URL: www.worcester.edu

Company

Worcester State University

Founded in 1874 as a teacher-training school, Worcester State University has grown to become a traditional liberal arts and sciences university with programs spanning the biomedical sciences, business, humanities, behavioral sciences, the health professions, and, of course, education.

The Worcester State University campus is centrally located in Massachusetts about an hour’s drive from Boston and Springfield, Mass. and Providence, R.I. Our 58-acre campus is nestled in the residential northwest side of Worcester—the second largest city in New England and home to 37,000 college students at more than a dozen colleges and universities.

The Worcester State University campus is centrally located in Massachusetts about an hour’s drive from Boston and Springfield, Mass. and Providence, R.I. Our 58-acre campus is nestled in the residential northwest side of Worcester—the second largest city in New England and home to 37,000 college students at more than a dozen colleges and universities.

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