Procurement and Reimbursement Manager

POSITION OBJECTIVE

The Procurement and Reimbursement Manager provides leadership and operational oversight for the department's end-to end purchasing, payment, travel and expense reimbursement activities and other related financial transactions. Working with a high degree of independence and general direction, this role is responsible for ensuring all transactions are completed accurately, efficiently, and in compliance with university policies, grant requirements, and departmental procedures, while proactively identifying opportunities for cost savings, risk reduction and process improvement. The manager oversees daily procurement operations, vendor onboarding, PCard, purchase orders, invoices and reimbursements; serves as the primary liaison to central procurement, accounts payable, faculty, staff and students, and other relevant administrative units; and manages audit readiness and internal control frameworks. The Manager also handles unique and highly complex transactions and exceptions, develops and governs SOPs, dashboards, and KPI¿s and leads initiatives that support the department's academic, research, and operational goals. The manager is the primary point of contact for all procurement related items.

ESSENTIAL FUNCTIONS

• Manage transactions. Provide managerial oversight of departmental purchasing, SmartCART and non-SmartCART requisitions, PCard activity, and vendor invoice processing to ensure accuracy, timeliness, and compliance with university policies, grant restrictions, and funding requirements. Establish and enforce internal controls and approval workflows for procurement and payment processes, including monitoring exception requests, special approvals, and high-risk or grant-funded transactions. Review and approve complex, high-value, or non-standard procurement requests and resolve escalated issues related to policy compliance, vendor discrepancies, tax errors, or billing disputes. Train procurement and accounts payable staff; provide guidance on policy interpretation, system use (e.g., SmartCART, PVSnet), and documentation standards. Oversee the monitoring and resolution of open purchase orders, backorders, credits, and vendor disputes, ensuring timely follow-up and minimal impact on departmental operations. Ensure the integrity of fiscal reporting by reviewing summary and exception reports, validating supporting documentation, and approving final submissions to departmental leadership and central offices. Analyze procurement and expenditure data to identify trends, risks, or inefficiencies and recommend process improvements to enhance compliance, accuracy, and operational efficiency. Serve as the primary liaison with Accounts Payable, Purchasing, and other campus partners to coordinate policy implementation, resolve systemic issues, and improve end-to-end procurement workflows. Ensure accurate account reconciliation and documentation retention in accordance with university records retention policies and audit requirements. Lead audit preparation and response efforts related to procurement, PCard usage, and vendor payments, including providing documentation, explaining processes, and implementing corrective actions as needed. Review, analyze, process, and audit departmental non-SmartCART (special requests) and SmartCART purchase orders in a timely and accurate manner. (45%)
• Oversee reimbursement and financial reporting. Provide strategic oversight of travel reimbursement, procurement, and accounts payable functions to ensure full compliance with university policies, grant requirements, and funding restrictions while supporting institutional goals. Establish, interpret, and enforce departmental procedures related to travel, procurement, and reimbursements; proactively monitor regulatory and policy changes and implement updates to ensure ongoing compliance. Review and approve complex, high-risk, or exception transactions, including grant-funded travel and procurement activity, and resolve escalated compliance or payment issues. Develop and implement internal controls to mitigate financial, audit, and compliance risks related to reimbursements, procurement, and vendor payments. Oversee reconciliation processes, financial reporting, and data integrity across all assigned accounts; analyze trends and variances to inform leadership and recommend process improvements. Serve as the primary point of contact for internal and external auditors, coordinating audit responses, preparing documentation, and implementing corrective actions as needed. Partner with Accounts Payable, Purchasing, Grants Management, and departmental leadership to improve workflows, streamline payment processing, and enhance service delivery. Design and deliver training and guidance for faculty and staff on travel, procurement, and reimbursement policies to reduce errors and improve compliance. Prepare and present management-level financial and compliance reports to leadership, highlighting risks, trends, and recommendations for operational improvements. (30%)
• Manage vendors. Coordinate with vendors, central procurement, and requestors to confirm order details, pricing, and delivery timelines. Manage procurement for items or services that fall outside standard purchasing channels, including unique vendor arrangements or one-time purchases. Initiate and manage the complete setup of new vendors in the university¿s procurement system, ensuring all required forms, certifications, tax documentation, and compliance materials are obtained, verified, and accurately entered. Serve as the primary liaison between the vendor, internal customer/requestor, and the Purchasing Department, facilitating clear and timely communication at all stages of the process. Proactively follow up with vendors to ensure all necessary information is submitted in full and on time. In cases of non-compliance, incomplete submissions, or discrepancies, coordinate directly with the Purchasing Department to resolve issues and maintain adherence to university procurement policies. (15%)

NONESSENTIAL FUNCTIONS

• Provide process improvement and training. Develop and maintain procurement-specific SOPs to improve efficiency and consistency. Educate students, faculty, and staff on departmental purchasing procedures to ensure compliance. Recommend and implement process improvements to streamline purchasing. (5%)
• Serve as the primary backup for Facilities, Lab Management, and Access by providing operational support during absences or high-volume periods. Coordinate and follow up on facilities service requests, assist with lab space organization and equipment needs, and ensure proper access control for faculty, staff, students, and visitors in accordance with departmental policies and safety protocols. (3%)
• Perform other duties as assigned. (2%)

CONTACTS

Department: Daily contact with faculty and staff to process purchasing requests, review documentation, explain departmental procedures, provide training on procurement processes, and resolve order or payment issues.

University: Frequent interaction with the Purchasing Department, Accounts Payable, Grants Accounting, and other administrative offices to coordinate orders, confirm compliance with policies, process payments, reconcile accounts, and address audit requests.

External: Regular communication with vendors and service providers to place orders, confirm delivery schedules, resolve discrepancies, negotiate credits or refunds, and obtain required documentation. Establish good working relationships with vendors, suppliers, and contractors.

Students: Regular contact with students to assist with purchasing requests, explain departmental guidelines, and ensure compliance with procurement procedures.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees. Provide day-to-day direction and supervision to clerical staff. May train students or temporary help.

QUALIFICATIONS

Experience: 2 to 3 years of related experience required.

Education: High school education required.

REQUIRED SKILLS

• Understanding of purchasing processes, procurement systems, and vendor management.
• Strong attention to detail for processing, verifying, and reconciling financial transactions.
• Ability to interpret and apply university purchasing guidelines, grant requirements, and departmental policies.
• Ability to manage multiple orders, deadlines, and priorities in a high-volume environment.
• Clear and professional verbal and written communication for interactions with faculty, staff, students, vendors, and university departments.
• Ability to provide courteous and responsive assistance to requestors while maintaining compliance.
• Skill in identifying issues, researching solutions, and implementing effective resolutions.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with procurement or financial systems (e.g., SmartCART, PVSnet).
• Ability to maintain accurate and confidential procurement and financial records.
• Ability to work effectively with diverse populations and as part of a department-wide support team.

WORKING CONDITIONS

General office environment for procurement activities.

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