Procurement Coordinator

About the role

The Procurement Services Department’s primary function is to purchase goods and services through collaborative approaches, leveraging spend and managing suppliers to optimize costs, improve supplier performance, and lower risk for University requirements. This includes ensuring compliance with all contract rules and laws established by the government, including State of California and the Chancellor’s Office.

Responsibilities

Procurement Systems & Requisition Support

• Enter, process, monitor, and track requisitions and related procurement transactions in PeopleSoft, CSU Procure-to-Pay (P2P), Smartsheet, and other applicable procurement systems.
• Provide administrative support for purchase order processing, including tracking transaction status, maintaining supporting documentation, and coordinating routine follow-up with Buyers, Leads, campus departments, and vendors.
• Review procurement submissions and supporting documents for administrative completeness; identify missing information or documentation; route matters requiring procurement judgment or subject-matter review to the appropriate Buyer, Lead, Manager, Accounts Payable, or other responsible area.
• Maintain organized, accurate, and audit-ready procurement records in established shared repositories, including requisitions, purchase orders, insurance documentation, correspondence, and related transaction records.
• Support P2P users and suppliers with routine system, process, transaction-status, and documentation questions; route or escalate issues outside the coordinator’s area of responsibility.
• Run queries, maintain tracking tools, and prepare routine operational reports and status information for Procurement leadership, Leads, and Buyers.

Office & Customer Service Support

• Serve as a primary administrative point of contact for Procurement Services; respond to routine campus and vendor inquiries by phone, email, and other established communication channels.
• Research routine procurement-related questions and provide established procedural information; refer matters requiring Buyer, Lead, Manager, Accounts Payable, or other subject-matter ownership as appropriate.
• Receive, review, distribute, and follow up on incoming Procurement Services mail and documentation to ensure items requiring filing, tracking, or action are appropriately completed.
• Receive and file Certificates of Insurance and other insurance documentation in the established Procurement SharePoint repository using applicable filing and naming conventions.
• Maintain organized electronic records and shared files so supporting documentation can be readily located by authorized staff.
• Provide customer service and administrative follow-through on Procurement inquiries while maintaining professional and timely communication.

Administrative & Leadership Support

• Provide administrative coordination and operational support to the Procurement Director, Manager, Leads, and Buyers.
• Prepare and distribute routine correspondence, documents, reports, and other administrative materials.
• Track administrative requests, assignments, and supporting documentation through completion.
• Assist with maintaining department records, shared resources, procedures, and reference materials.

Meeting & Project Coordination

• Schedule and coordinate meetings for procurement leadership and teams.
• Schedule and coordinate Procurement meetings, trainings, demonstrations, and project activities.
• Prepare agendas and supporting materials; take meeting notes when requested; track follow-up items.
• Support administrative activities associated with Procurement systems, P2P implementation, user resources, and department projects.
• Assist with maintaining and distributing coordinator-level process guides, training materials, and procedural resources.
• Facilitate virtual meetings and training sessions using Zoom, Microsoft Teams, or similar platforms.

Qualifications

• High School Diploma/GED or equivalent.
• 4 years of progressively responsible experience in general office clerical or secretarial work.
• Experience working independently; ability to set priorities and be accountable for work results.
• Ability to apply judgment, discretion, and initiative to difficult problems with creative solutions.
• Experience presenting information and responding to questions from faculty, staff, administration, customers, and the general public.
• Thorough mastery of English grammar, punctuation, and spelling.
• Thorough knowledge of office software packages, technology, and systems.
• Working knowledge of budget policies and procedures.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to effectively handle a broader range of interpersonal interactions, including those at a higher level and those sensitive in nature.
• Familiarity with an integrated financial system.
• Ability to utilize databases for storing, retrieving, and tracking documentation and projects.
• Ability to read and understand campus, CSU, and state policies.
• Ability to interpret financial system information for end-users.
• Ability to work effectively in a fast-paced, high-volume environment with constant interruptions and changing priorities while still meeting deadlines.
• Must have excellent interpersonal, oral, and written communication skills and ability to maintain working relationships with co-workers, vendors, and other members of the campus community.

Preferred Qualifications

• Experience in higher education or public sector procurement.
• Experience supporting multiple managers or executives.
• Knowledge of college/university operations and infrastructure.
• Experience with Procure-to-Pay system implementation or support.
• Experience with PeopleSoft in a higher education environment.