Purchasing Associate, Contemplative Sciences Center (Staff Wage)

About the role

Jobs in this group are typically responsible for managing the university’s business operations, including project management, financial operations, budgeting, payroll, accounting, and financial reporting. They ensure efficient use of resources, compliance with financial regulations, and provide analysis to support strategic decision-making. 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.

Responsibilities

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. The Purchasing Associate will work closely with CSC colleagues, university procurement and finance staff, and suppliers to facilitate purchasing activities and resolve issues throughout the procurement process.

• 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.
• 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.

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.

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.