Card Services Staff Assistant

Job Details

Apply now Job No: 497160
Department: CARD SERVICES
Local

Title:

Card Services Staff Assistant
Budget

Title:

Staff Assistant
Work Type: Full Time
Location: Brooklyn, NY
Categories: Administrative, Finance

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, and among the top 5 leading U.S. medical schools for training doctors.

UUP

• 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.

• 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; proactive and demonstrating 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.

No preferred qualifications listed.

Monday to Friday; 9:00am to 5:00pm (Full-Time)

Commensurate with experience and qualifications

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  or via email atinfo.gov

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SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws.

Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are encouraged to apply.

If you are an individual with a disability and need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please contact Human Resources at .

No expression of interest currently available

Advertised:
March 02, 2026 Eastern Standard Time
Applications close:
Open until filled