Hobart William Smith Colleges: Office of Finance Geneva, NY
The Procurement Coordinator reports directly to the Director of Budget, Procurement and Auxiliary Services. This position is responsible for administrative functions and campus-wide support for purchasing/procurement. Primary responsibilities include: reviewing requisitions for accounting codes, bidding and other requirements, documenting and storing manual bids, records/file maintenance, vendor set-up and maintenance and ordering for departmental office supply needs. This position provides campus-wide support for policy, procedures and use of financial software systems, system training and assists departments and vendors with bids, requisitions, and purchase orders. Expertise in purchasing systems is preferred, specifically PeopleSoft and Unimarket.
The Procurement Coordinator’s role is administrative and supportive to the Director. The Procurement Coordinator will maintain a high level of support to internal and external constituencies, assisting the Director in developing, maintaining, implementing and communicating policies for procurement to the HWS community. The Procurement Coordinator will assist in monitoring compliance with policies and procedures and provide guidance on interpretation as needed.
Assists with day-to-day administration of the procure-to-pay process
Provides guidance to staff and faculty on policies and procedures as it relates to the procure-to-pay process and related systems (PeopleSoft and Unimarket)
Maintains the integrity of electronic storage files and documentation; creating e-files, scanning documentation, etc.
Coordinates annual blanket purchase orders with departments that require them
Coordinates and executes year-end processes within the financial systems
Orders departmental supplies
Tests all PeopleSoft and Unimarket processes and forms for upgrades; documenting test plan
Promotes Supplier Diversity to HWS community and assist departments with identifying certified Small, MWBE or SDVOB businesses for procurement needs or specified goals
Assists with day-to-day administration of the vendor management responsibilities
Receives, assesses, distributes, and/or processes vendor related documentation. Completes vendor set-up and changes as needed in purchasing systems.
Establishes AP direct deposit/ACH requiring vendor verification
Reviews and maintains vendor database to ensure accuracy and data integrity
Maintains electronic and/or hard copy storage of vendor information forms
Maintains strict data entry standards
Works with others in Purchasing & Controller’s Office to ensure policies and procedures are followed for vendor creation, modification and IRS forms compliance.
Assists Director in managing corporate credit card program and other key vendor relationships
Other responsibilities and duties as assigned.
Associate’s degree plus 1-3 years’ experience in administrative capacity. Higher education procurement experience is preferred. Must have strong organizational and time management skills and the ability to communicate effectively. Must be able to work well under pressure, set priorities to meet established deadlines, and handle multiple tasks concurrently. Proficiency in Word, Excel, PowerPoint and Outlook is required along with experience using, or willingness to learn, PeopleSoft and Unimarket.
This is a full-time, 12-month, benefits-eligible administrative exempt position. Normal hours of work are 8:30 a.m. to 5:00 p.m. Monday through Friday.
Application Instructions Review of applications will begin immediately and continue until the position is filled. Interested applicants are encouraged to submit a cover letter, resume and the names with contact information of at least three (3) professional references to our application service, Interfolio http://apply.interfolio.com/78649
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About Hobart and William Smith Colleges
Located on 195 acres in the heart of New York States Finger Lakes Region, Hobart and William Smith are independent liberal arts colleges distinctive for providing highly individualized educations. Guided by an interdisciplinary curriculum grounded in exploration and rigor, the Colleges prepare students to think critically. In partnership with the Geneva and global communities and through robust programs in career development, study-abroad, service, leadership and athletics, the Colleges foster an environment that values global citizenship, teamwork, ethics, inclusive excellence, and cultural competence.Under the mentorship of faculty, Hobart and William Smith students gain the necessary clarity to be competitive when seeking employment. They win prestigious fellowships like the Rhodes, Gates Cambridge, Udall, Fulbright and Goldwater. They gain admittance to the best graduate programs in the country. They go on to lead lives of consequence.