Working under the direction of the Associate Director, Procurement, the Procurement Coordinator processes all domestic and international invoices, procurements of goods and services, and petty cash transactions through the Accounting and Reporting at Columbia system. Reviews supporting documentation and confirms appropriate approvals have been received for all transactions, ensures supporting documentation requirements have been met and that expenses are allocated to correct budget categories. Maintains and updates inventory tracking system and vendor account files.
Processes invoices, purchase requisitions, petty cash transactions and all other procurement transactions through Columbia Universityâ€™s ARC system (10%)
Processes petty cash disbursement ensuring that receipts are in compliance with ICAP policies on petty cash advancements and/or reimbursements, monitors that the petty cash fund is appropriately funded, and submits check requests through the CU-ARC system to replenish the petty cash fund (10%)
Assists with the procurement of domestic and international minor and major equipment, including evaluating bids and written justification of selection, and ensures that supporting documentation complies with CU, ICAP and donor procurement rules and regulations (10%)
Verifies that expenditures are allocated to the correct account numbers and budget categories. Reviews transactions for proper approvals, supporting documentation and compliance with USG rules and regulations, CU Policies and Procedures and ICAP SOPs (10%)
Liaises with internal and external vendors to resolve procurement, billing and payment discrepancies maintaining and providing high quality customer service (10%)
Routinely maintains and updates inventory logs of all domestic and international major equipment purchases (10%)
Scans and uploads supporting documentation for all transactions into the Electronic Data Management (EDM) system while retaining original documents in the departmental files (10%)
Advises ICAP staff on policies and procedures related to the procurement of goods and services, and the requirements for hiring service providers/consultants, including the insurance requirements, vendor profile set-ups and vendor validation (10%)
Assists Implementation staff on the preparations of sole-source justifications and approvals, independent contract verifications, vendor questionnaires, and banking details (5%)
In the absence of the Senior Procurements Coordinator, processes travel advances and travel and business expense reimbursements, coordinates ticket and hotel reservations and assists travelers with immunization and visa purchases (5%)
Respond to field inquiries on procurement related issues and follows through to resolution (5%)
Perform other related duties as assigned (5%)
Bachelorâ€™s Degree or equivalent in education and experience
Three (3) years of experience in accounts payable, coordinating travel arrangements, or related processing/coordination functions
Strong analytical and organizational skills.
Strong interpersonal skills in order to deal effectively with varied internal clients, management groups and vendors.
Excellent customer service skills.
Proficient with Microsoft Office Suite (e.g., Excel, Word, Outlook).
Knowledge of USG travel and procurement rules and regulations
Bachelorâ€™s Degree in Accounting, Finance or Economics strongly preferred.
Demonstrated experience working in a fast paced environment, coupled with experience with international protocols, non-profit organizations or academic institutions is highly desirable.
Knowledge of Columbia University systems, ARC, ERP
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 513266
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.