Procurement Coordinator - Procurement Coordinator, Enterprise Resource

About the Role

The Procurement Coordinator for Enterprise Resource Planning (ER) coordinates activities involved in acquiring materials and services for the University’s operating needs, balancing cost, quality, and supplier services while adhering to University policy and State and Federal laws. This role involves strategic sourcing, vendor management, and process optimization to ensure quality, continuity of supply, and cost efficiency.

Responsibilities

• Formulate short- and long-term procurement strategies to ensure quality and continuity of supply while minimizing total cost.
• Interview prospective suppliers, process requisitions, issue purchase orders, and maintain/update vendor files.
• Assist departments in writing complex bid specifications and proposals.
• Serve as Team Leader to address minor day-to-day issues for Procurement Services Staff.
• Assist the University community with purchasing questions and correspondence to ensure compliance with policies and laws.
• Analyze, interpret, and coordinate procurement proposals, including submitting requests for competitive quotations.
• Analyze competitive bids and present buying options to University departments for fact-based decision-making.
• Exercise signature authority as delegated and target cost savings and cost avoidance.
• Map and analyze procurement processes to improve efficiency and reduce processing time.
• Advise management on market conditions and supplier activity that could affect pricing and delivery.
• Evaluate suppliers through performance measurements such as on-time delivery, service, and price.
• Review special educational pricing agreements before forwarding them to the Office of Counsel.
• Develop alternate sources to ensure continuity of supply, consistency of quality, and competitive pricing.
• Submit monthly reports on savings, vendor consultations, and other key matters.
• Participate in year-end closing activities as assigned.
• Determine potential vendors for strategic sourcing and approve selected vendors, emphasizing supplier diversity.
• Assess supplier quality, manage supplier development programs, and understand supplier partnerships.
• Confer with suppliers regarding cost, specifications, inspections, and constraints; conduct supplier site visits.
• Exhibit skills in supplier selection, quality audits, and contractual dispute resolution.
• Manage purchase requisitions, purchase order comparisons, vendor research, expediting follow-ups, and rental/leasing of services/supplies.
• Approve purchase orders up to assigned limits and those of Procurement Staff.
• Serve as liaison to ensure contractor fulfillment of obligations and resolve complaints.
• Consolidate requirements and determine the most suitable purchase method (e.g., purchase order, contract, blanket order).
• Assist with solicitation preparations to ensure clarity and completeness.
• Tabulate bids for accurate recording and ease of evaluation.
• Gain familiarity with assigned commodities to explore alternate materials or specifications.
• Confer with vendors to obtain product/service information and stay updated on new technology.
• Aid in developing standardized procurement policies and procedures.
• Write articles for the departmental newsletter.
• Run and analyze purchase order reports.
• Provide requisition training for campus staff.
• Investigate new sources of materials and services.
• Maintain updated files of specifications, industry standards, brands, and market grades.
• Handle emergencies such as rush orders.
• Process miscellaneous vouchers for reimbursement of approved faculty/staff purchases.
• Review and approve procurement postings and awards by other Procurement Officers.
• Assist with interviewing applicants for vacant positions and train incoming Procurement Officers.
• Deliver presentations on purchasing topics at events.
• Attend seminars, purchasing institutes, and regional meetings (e.g., NAEP, National Institute of Governmental Purchasing).
• Coordinate with vendors for required changes.
• Promote customer service, courtesy, objectivity, and fairness.
• Stay abreast of new trends in purchasing techniques.
• Maintain a library of manufacturer catalogs and update vendor files.

Requirements

• Bachelor’s degree with 1-3 years of direct buying experience, or an equivalent combination of education and experience (including buying/purchasing).
• Good technical writing skills and ability to write specifications.
• Basic accounting skills and ability to analyze data with attention to detail.
• Proficiency in Microsoft Office Suite.
• Excellent written and verbal communication skills.
• US citizenship is required.

Preferred Qualifications

• Previous experience in a university procurement setting.
• Knowledge and experience in SCT Banner.
• Familiarity with procurement laws, policies, and procedures.
• Strong organizational and problem-resolution skills.
• Current certifications in procurement (e.g., Certified Public Procurement Officer, Certified Public Procurement Buyer) are desirable.

Pay

$45,000–$60,000 per year.