Procurement Specialist & Executive Assistant (CFO)

Join Team USO

With a mission that spans the globe, the USO provides a rewarding and fulfilling work environment. Our team is exceptional, and we offer generous paid time off, including volunteer days and military leave. We have a remarkable 401k match, comprehensive benefits, and opportunities for training and education reimbursement. Our team members are passionate about putting the mission first, and we have a lot of fun while doing it. Working for the USO isn't just a job it's a calling, and we believe in doing what you love and loving what you do.

Don't just take our word for itour people have spoken. According to the Great Place to Work 20252026 survey:

• 96% feel good about how we support the community
• 94% are proud to tell others they work at the USO
• 92% say their work has special meaningit's not "just a job"
• 91% felt welcomed from day one
• Over 88% agree all employees are treated fairly, regardless of race or gender

This position is responsible for the configuration, monitoring, ongoing maintenance & support, and continuous improvement of Coupa Spend Management platform and providing general administrative support to the Chief Financial Officer (CFO).

Principal Duties and Responsibilities (*Essential Duties)

Coupa Administrator:

• Daily administration and support of Coupa database including but not limited to managing system settings, approval workflows, business rules, catalogs, suppliers, and user profiles and roles.
• Daily administration and support of supplier onboarding, enablement and maintenance within Coupa.
• Develop and maintain complex workflow rules, data validation and triggers ensuring compliance with the USO's Procurement Policy and business processes. Define and document requirements, implement platform customizations and recommend process and functionality improvements.
• Develop and deliver ad hoc and/or customized reports and dashboards to support spend analysis and compliance. Assist with data analysis.
• Manage and coordinate deployment of system changes, enhancements, and quarterly releases. Manage and coordinate software testing process, including devising test plans, creating test cases, establishing protocols and appropriate test environments and performing software tests.
• Train new and existing users. Develop guides and help-related materials. Provide technical support and guidance as needed.
• Maintenance and support of new and existing integrations between Coupa other organizational systems.

Executive Assistant to the CFO:

• Provide executive support and office management services to the CFO to include: managing CFO's calendar, email, travel and communications; creating executive level briefing materials; providing talking points and gathering materials for meeting preparation, and reviewing and approving expense reports, managing document signatory and PTO requests for the CFO direct report team.
• Coordinate, schedule, manage attendance and prepare materials / presentations for meetings and events, including but not limited to USO Finance Committee, USO Audit & Risk Committee, USO Technology Committee, and USO Foundation Board. Draft and edit written materials for the CFO and Board Committee Chairs, such as: emails, minutes, follow-up action items, and Committee talking points.
• Serve as primary point of contact for the CFO via telephone, e-mail, and in person with key internal and external stakeholders.
• Provide support and facilitation to ensure productive relationships with the Board of Governors. Act as the lead relationship manager for the Finance Committee, Audit & Risk Committee, USO Technology Committee, and USO Foundation Board.
• Track and manage projects, activities and milestones, and report their statuses to the CFO and team. Monitor progress on key initiatives to ensure their timely and successful completion and provide insights that help inform key decisions and optimization of departmental functions and processes.
• Other duties as assigned.
• This is an in-person position located in Arlington, VA.

Job Specifications

• Bachelor's Degree in Business, Information Systems, Finance, Supply Chain, or a related field (or equivalent experience) preferred. Coupa Administrator or Implementation Certification, preferred
• 3-7 years work experience administering or supporting Coupa or a similar P2P/Spend Management platform and senior administrative support role or project support role. Relevant experience in a not-for-profit, military, multicultural and/or global organization preferred.
• Experience supporting Coupa integrations with ERP systems. Familiarity with SQL, data analysis, or reporting tools. General knowledge of various software, applications, and programs including but not limited to Microsoft Office Suite and SharePoint.
• Strong understanding of procurement, and supplier management.
• Experience with workflow design, approval hierarchies, and business rules.
• Excellent problem-solving, communication, and stakeholder management skills.
• Strong analytical, interpersonal, customer service and problem-solving skills. Ability to interact with USO Leadership, the general public and military audiences at a variety of levels with integrity and professionalism. Ability to manage and influence external vendor relationships.
• Demonstrated ability to exercise sound judgment related to controversial and/or culturally sensitive subjects. Ability to handle confidential information with tact and poise.
• Must show initiative, self-motivation, and attention to detail with the ability to manage multiple projects with competing priorities. Ability to quickly and easily adapt to changing organizational needs.
• Ability to achieve desired results while working collaboratively in a team environment.
• Ability to obtain and maintain proper credentials necessary to access USO Center locations and facilities including but not limited to security, credit and/or background screening, SOFA status, valid driver's license.
• Must be a strong advocate of the USO's mission.

Details

• Resume and cover letter are required for full consideration.
• Background check education, criminal and driving required.
• The statements contained herein describe the scope of the responsibility and essential functions of this position but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.

If that's not enough to convince you, here are some direct quotes from employees:

• The organization truly cares about the people who work here.
• There is great consideration given and extended in the following areas: organizational core values for all, work-life balance, impact we can actually see (and even experience as a staff member- the feeling of making an impact is priceless), autonomy with respect to current position within the organization.
• Everyone is friendly and easy to talk to. We collaborate well together and share ideas and interests to create fun activities for our overall goal in the community. I couldn't think of a better organization to work for.
• The mission alone provides a positive and meaningful purpose, where people should want to work and be a part of. Most of the people who work for the USO and volunteer for the USO have giving hearts and want to make a difference. This also makes the organization a place where people would want to work.
• The mission and opportunities to make a Difference are amazing. There is no doubt that the USO is one of the most forward-facing, frontline serving nonprofits that I know of.

Apply today. Join the mission. Join Team USO.