VIMS Purchasing Coordinator

VIMS Purchasing Coordinator

The mission of William & Mary's Batten School of Coastal & Marine Sciences & Virginia Institute of Marine Science (VIMS) is to seek and broadly communicate knowledge in marine and coastal science to the Commonwealth of Virginia, the nation, and the world through research, education, and advisory service. The Office of Finance is responsible for financial planning and analysis of the Institute's Education and General, Indirect Cost, Private, and Local funds. The Office also ensures the Institute complies with College and State policies and procedures, while providing a broad range of high caliber and timely services to the entire VIMS community. The VIMS Purchasing Coordinator provides procurement and administrative services to the VIMS campus while working under general supervision and reporting to the Assistant Director of Procurement.

Core responsibilities include (but are not limited to):

• Manages procurement and administrative activities for VIMS departments as assigned.
• Independently works with VIMS staff to determine the correct process for procurement and payment of goods and services for the VIMS campus.
• Prepares, issues, and manages the procure-to-pay function for goods and services. Including, troubleshooting vendor payment issues, documenting transactions, preparing invoices, processing direct payments and submitting reimbursements.
• Ensures business purchases using Small Purchase Charge Card (SPCC) follow policies and procedures. Reconciles monthly SPCC transactions, account allocations, uploading electronic documents for the transactions to the bank system, and signing off on the transactions.
• On a monthly basis, cancels SPCC and Purchase Order encumbrances that did not liquidate.

Required Qualifications:

• Bachelor's degree in accounting, finance, or related field or the equivalent combination of education, experience, and training.
• Demonstrated experience working with an automated accounting/financial system.
• Experience working with procurement processes and/or an automated procurement system.
• Demonstrated knowledge of financial accounting and procurement systems.
• Proficiency in a variety of software applications to include MSOffice (specifically Word, Excel, Outlook and PowerPoint), and web-based applications
• Strong attention to detail, with the ability to work quickly and accurately in a fast-paced environment with minimal supervision.
• Independent problem solver, with the ability to take initiative and follow-through tasks through its completion.
• Strong oral & written communication skills with the ability to work effectively with staff, exercising sound judgment while exercising tact and diplomacy in all interactions.
• Excellent organization skills with the ability to manage multiple tasks concurrently with competing priorities.

Preferred Qualifications:

• Basic knowledge of Generally Accepted Accounting Principles (GAAP).
• Working knowledge of Workday or another similar ERP based financial module system.
• Experience in Finance and administration in a higher education setting strongly preferred.
• Experience using buyW&M and Workday is a plus.

Conditions of Employment:

• This a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act (FLSA), and university policy.
• This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.

Job Duties:

50% - Procurement Processing, Compliance & Reconciliation:

• Manages procurement and administrative activities for VIMS departments as assigned.
• Independently works with VIMS staff to determine the correct process for procurement and payment of goods and services for the VIMS campus.
• Prepares, issues, and manages procurement for goods and services. Troubleshooting vendor payment issues and ensuring business purchases follow the State and University policies and procedures.
• Maintains procurement records to ensure compliance and for auditing. Archive or destroy procurement records according to regulatory guidelines.
• Serves as backup in the absence of other VIMS Purchasing Coordinators and other units as necessary.

30% - Vendor Management & Relations:

• Analyzes purchasing requisitions, negotiates with vendors, advises and discusses procurement requirements with college staff.
• Independently troubleshoots vendor payment issues, documents transactions, prepares invoices, processes direct payments.
• Researches and resolves invoice inquires and disputes with vendors.

20% - SPCC Processing, Compliance & Reconciliation:

• Ensures business purchases follow the Small Purchase Charge Card (SPCC) policies and procedures.
• Reconciles monthly SPCC transactions, account allocations, uploading electronic documents.
• On a monthly basis, cancels SPCC encumbrances that did not liquidate.

Posting Range: starting at $45,000.00 commensurate with experience