Purchasing Associate, Contemplative Sciences Center (Staff Wage)

About the role

The Contemplative Sciences Center (CSC) at the University of Virginia is seeking a detail-oriented and service-focused Purchasing Associate to support the Center’s financial and procurement operations. This part-time position will be responsible for managing procurement transactions from approved requisition through purchase order (PO) issuance, ensuring accuracy, timeliness, and compliance with University policies and applicable regulations.

Responsibilities

• Process approved purchase requisitions through the University’s Workday system and convert requisitions into purchase orders.
• Review requisitions for accuracy, including spend categories, supplier information, delivery terms, and appropriate payment methods.
• Ensure purchase orders and travel and expense (T&E) purchases comply with University procurement policies and applicable regulations.
• Monitor approval workflows and facilitate timely processing of requisitions and purchases requiring CSC procurement action.
• Work with unit heads and suppliers to resolve discrepancies or obtain missing information before purchase orders are issued.
• Communicate with suppliers regarding purchase orders, invoice requirements, anticipated fulfillment dates, and pricing.
• Assist suppliers with procurement-related questions and onboarding through PaymentWorks and Paymode.
• Maintain organized documentation and audit trails to support compliance, reporting, and recordkeeping.
• Support procurement activities related to travel, lodging, catering, and other financial transactions as needed.

Contract Support

• Review supporting documentation, such as quotes and insurance certificates, to ensure completeness and consistency with purchase order or contract information.
• Assist CSC Finance with tracking contracts pending signature and maintaining appropriate records.
• Support monitoring of contract expiration dates and assist with renewal and close-out activities.

Financial & Data Support

• Maintain organized electronic records of procurement and budget-related documentation.
• Assist the CSC Finance team with financial data projects, reporting, and other special projects.
• Apply a data-focused approach to financial and administrative work, recognizing the importance of accurate data in supporting the Center’s operations and decision-making.
• Develop expertise in Workday Financials and University financial policies and processes.
• Perform other duties and special projects as assigned by CSC Finance and the Chief of Staff.

Requirements

• High School Diploma or equivalent
• At least three years of experience in procurement, purchasing, accounts payable, or related administrative operations.
• Familiarity with higher education or public-sector procurement practices.
• Strong attention to detail and the ability to manage a high volume of financial transactions accurately.
• Experience with Workday or another eProcurement or financial management platform.
• Ability to interpret and apply procurement and financial policies and procedures.
• Strong organizational skills and the ability to prioritize work and meet deadlines.

Preferred Qualifications

• Bachelor's Degree
• Strong work ethic and commitment to meeting deadlines.
• Proficiency with Microsoft Excel and confidence working with databases and reporting tools.
• Excellent customer service skills and the ability to build positive working relationships with colleagues and suppliers.
• Strong written and verbal communication skills.
• Ability to accurately complete tasks based on verbal and written instructions.
• Ability and willingness to learn new financial systems, software, and processes as the University continues to evolve its financial operations.
• Experience processing financial transactions efficiently and accurately.
• Interest in supporting the Contemplative Sciences Center’s commitment to student self-governance, public service, health, and wellness

Pay

Position Compensation: $25.00-$27.00 Hourly

This is a wage position which is not eligible for leave or other benefits and is limited to 1500 hours of work in a year.

Schedule

This is a part-time position working approximately 25 hours per week.