Card Services Staff Assistant

SUNY Downstate Health Sciences University•Brooklyn, NY

About The Position

Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors. Bargaining Unit: UUP Job Summary: The Department of Finance at SUNY Downstate Health Sciences University is seeking a full-time Card Services Assistant / Staff Assistant. The successful candidate will: Oversee daily operations for the card programs by monitoring activity, ensuring compliance, and maintaining accurate records for all users and transactions. Review cardholder submissions to verify accuracy and compliance with policy. Prepare supporting documentation for internal audits, as well as external reviews by the Office of the State Comptroller and SUNY. Organize and collect data needed for a variety of financial reports. Respond to questions from cardholders by phone and email, resolving customer service issues efficiently. Maintain up-to-date Excel files and databases, and track monthly reports to ensure data integrity. Handle multiple assignments at once, staying on track even when priorities shift or interruptions occur. Communicate clearly and professionally with colleagues at all levels of the university. Make sure practices follow New York State and federal financial regulations, plus DMC and NYS internal controls. Set up Direct Travel/Concur requests and maintain related records on shared drives. Offer flexibility and assist with other tasks as needed, including covering in the Office of Financial Management from time to time. Manage expense approvals for cardholders in the relevant systems. Generate and distribute monthly transaction reports to your team and stakeholders. Keep purchasing card files and communications organized and easily accessible. Track and update key card activity metrics. Assist in reviewing and adjusting card limits, referring cases when needed. Help resolve outstanding payment issues and manage new card applications. Train cardholders on guidelines, program standards, and purchasing rules. Identify policy violations and address them as needed. Provide support to cardholders through various channels as required.

Requirements

High School Diploma or equivalent.
1+ year of administrative work experience.
Highly proficient with Microsoft Excel, other MS Office suites, and electronic databases.
Exceptional written and verbal communication skills, with an ability to prepare, proofread, and organize reports and spreadsheets.
Strong analytical skills and project management capabilities; you're proactive and demonstrate leadership within a team.
Comfortable working independently and able to prioritize tasks in a busy, deadline-driven office.
Or, a satisfactory equivalent combination of experience, education and training to the above.

Responsibilities

Oversee daily operations for the card programs by monitoring activity, ensuring compliance, and maintaining accurate records for all users and transactions.
Review cardholder submissions to verify accuracy and compliance with policy.
Prepare supporting documentation for internal audits, as well as external reviews by the Office of the State Comptroller and SUNY.
Organize and collect data needed for a variety of financial reports.
Respond to questions from cardholders by phone and email, resolving customer service issues efficiently.
Maintain up-to-date Excel files and databases, and track monthly reports to ensure data integrity.
Handle multiple assignments at once, staying on track even when priorities shift or interruptions occur.
Communicate clearly and professionally with colleagues at all levels of the university.
Make sure practices follow New York State and federal financial regulations, plus DMC and NYS internal controls.
Set up Direct Travel/Concur requests and maintain related records on shared drives.
Offer flexibility and assist with other tasks as needed, including covering in the Office of Financial Management from time to time.
Manage expense approvals for cardholders in the relevant systems.
Generate and distribute monthly transaction reports to your team and stakeholders.
Keep purchasing card files and communications organized and easily accessible.
Track and update key card activity metrics.
Assist in reviewing and adjusting card limits, referring cases when needed.
Help resolve outstanding payment issues and manage new card applications.
Train cardholders on guidelines, program standards, and purchasing rules.
Identify policy violations and address them as needed.
Provide support to cardholders through various channels as required.