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Purchasing Card Program Coordinator, Procurement Services, Supply Chain Management

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Job ID: 15960

Updated: September 11, 2018

Location: Main Campus

Position Overview

Supply Chain Management is currently seeking two (2) Full-time Limited Term Purchasing Card Program Coordinator(s) for approximately 2 years.

The Supply Chain Management (SCM) department is responsible for the procurement and distribution of materials and service in support of the University of Calgary's day to day operational requirements and major capital construction activities. Reporting to the Manager, Card and Travel Services, the Purchasing Card Program Coordinator provides program support and coordination for the Purchasing Card Program across the University. The work ranges from moderate to high complexity. Stressors range from moderate to high. Impact of error is high. This position requires the ability to assess and solve problems, maintain good judgment in stressful situations, and make effective independent judgments. Supervision is minimal. Overtime may be required from time-to-time, but is not frequently necessitated.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Internal Customer Relations

  • Effectively market and promote PCard program to university staff
  • Communicate the purpose of the Purchasing Card Program - to simplify the procurement of low dollar items and create efficiency in Supply Chain Management
  • Provide excellent customer servic e, support, and consultation to end-users as to proper Card use
  • Ensure all solutions are tested and pass quality assurance processes prior to release and implementation
  • Lead cross-functional and diverse teams to successfully deliver business process improvement projects and solutions. (IT, Research Accounting, and key faculties, ie: Medicine)
  • Immediate supervisor to be kept informed of activities, issues, and progress with projects
  • Ensure service levels with business owners and end-users are maintained

Program Management

  • Upload Scotia Bank visa transaction data into PeopleSoft for reconciliation. (Requires a detailed understanding of the Scotia Bank Centre Suite system and PeopleSoft to maintain)
  • Troubleshoot errors and reconcile uploaded transactions to billing and spend reports
  • Develop and implement solutions to improve business processes
  • Process new applications and issue cards
  • Process changes to card limits and cardholder information
  • Maintain cardholder profiles
  • Ensure documentation is properly maintained
  • Cooperate with auditors (internal/external)
  • Maintain current information provided for job aids, training, and handbooks


  • Develop and deliver mandatory new Cardholder training programs using detailed understanding of:
    • PeopleSoft PCard Reconciliation Tool
    • Purchasing Card/Credit Card systems and tools
    • Merchant processing procedures
    • SCM Policies
    • Internal Purchasing Card Handbook

External Customer Relations

  • Maintain strong working relationships with key constituents at ScotiaBank Visa
  • Understand other card programs which may be available in the market and analyze/recommend how the university can leverage these programs to improve operations and service levels

Qualifications / Requirements:

  • Successfully completed a post-secondary degree or diploma in business management or a combination related education and experience or 3-5 years experience working with similar programs
  • Ability to understand business processes across the supply chain
  • Working knowledge of the card industry and common technology tools within the industry
  • Working knowledge of a purchasing card program and how it can be applied in a business environment
  • Strong knowledge of ERP systems (preferably PeopleSoft) is an asset
  • Experience in writing policies and procedures
  • Ability to develop and present business cases for process improvement or re-design
  • Understanding of information needed to support business decisions
  • Ability to build successful, ongoing relationships with staff, faculty, vendors and administrators
  • Strong customer service and communication skills
  • Able to multi-task and meet deadlines
  • Ability to train staff and speak in front of groups
  • Project management experience is an asset
  • You have diverse skill set incorporating technical skills with a strong understanding of business processes. You have excellent verbal and written skills and are self motivated and directed

Application Deadline: July 19, 2018

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist Job Family, Phase II.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website


About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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