Purchasing Coordinator

Title Purchasing Coordinator
Department Name Finance
Supervisor Chief Operating Officer
Exempt Administrative Supervision

Special Requirements and Conditions

None


Items Used

Computer, printer, scanner, copy machine, calculator, telephone, and document shredder

Position Purpose

The Purchasing Coordinator is responsible for ensuring timely and cost-effective acquisition of products, services, and equipment. The position supports the entire University purchasing needs which requires an understanding of and the ability to independently apply the University's purchasing procedures for ongoing operations and large-scale projects.

Information provided below is a general description of responsibilities; it is not intended to provide an all-inclusive list of responsibilities and may change depending on the needs of CUSM.



Essential Function % Time

PURCHASING COORDINATION

100

  • Serve as primary contact and facilitator for all purchasing. Function as a liaison between departments, vendors, Accounts Payable, receiving, and problems arising with orders.
  • Prepare purchase orders and change orders, verifying that the appropriate documentation and approvals have been submitted.
  • Contact vendors to obtain price, availability of goods, shipping costs, and ability to meet delivery deadline, ensuring compliance with state, federal, and University policies. Expedite orders to ensure that purchases are received in good condition and within a reasonable time.
  • Contact vendors to obtain price, availability of goods, shipping costs, and ability to meet delivery deadline, ensuring compliance with state, federal, and University policies. Expedite orders to ensure that purchases are received in good condition and within a reasonable time.
  • Match purchase orders to packing slips and invoices for all types of orders for accounts payable processing. Receive and verify accuracy of vendor invoices for supplies, services, materials, and equipment.
  • Organize, update, and retain product information files. Make recommendations to expenditure authorities regarding purchasing issues, cost effectiveness of supplies, and needs to support overall program activity.
  • Organize, update, and retain product information files. Make recommendations to expenditure authorities regarding purchasing issues, cost effectiveness of supplies, and needs to support overall program activity.
  • Performs other purchasing related tasks as requested or assigned.

Minimum Requirements

  • An Associate's degree in procurement, supply chain management, or related area and at least 3 years’ experience in a directly related role; or an equivalent combination of education and experience, and the knowledge and abilities essential to the successful performance of the duties assigned to the position.
  • Demonstrated skill in effectively using a computer and applications such as Microsoft Office (Outlook, Word, Excel, Access, and Power Point). Knowledge of Purchasing Software Systems (Lawson, Bellwether BPM, etc.) and related systems.
  • Demonstrated ability to interact professionally with diplomacy, patience, and courtesy with diverse groups; ability to establish and maintain effective and cooperative working relationships while providing exceptional customer service. Demonstrated oral and written communication skills to communicate and interact diplomatically and effectively with colleagues, faculty, students, and visitors.
  • Demonstrated skill in working independently and completing assignments according to defined goals and objectives. Ability to effectively prioritize assignments under pressure of deadlines, and with frequent interruptions and competing priorities. Must be able to adjust priorities quickly; ability to successfully manage multiple projects at once and quickly adapting to changing deadlines and projects; excellent organizational skills. Demonstrated experience in a fast paced, high volume environment.
  • Demonstrated skill in interpreting policy and procedures related to the position and keeping others informed.
  • Demonstrated high attention to detail. Demonstrated skill in analyzing information to define and follow up on problems or objectives. Can identify solutions and independently act toward solving problems.
  • Demonstrated excellent oral and written communication skills to communicate and interact effectively with colleagues, faculty, students, and visitors.
  • Ability to sit for long periods of time and use computer; stand, walk, bend, intermittently throughout the day. Ability to work in a typical office environment with minimum exposure to changes in noise and temperature.
  • Must successfully complete and pass a pre-employment drug screen/physical and background check through the Department of Justice.


Preferred Qualifications

  • Bachelor’s degree in related field.
  • Experience in a Higher Education environment.
  • Courses or certification in Procurement through the Institute of Supply Management.


To apply for an open position, please download and complete CUSM Employment Application. Please type in your signature and email your completed application to HR@calmedu.org with your cover letter and resume or curriculum vitae.