Procurement Coordinator

Job Details•Pomona, CA

About The Position

The primary function of the Procurement Services Department is to purchase goods and services through collaborative approaches, by leveraging spend and managing suppliers to optimize costs, improve supplier performance, and lowering risk for University requirements. This includes ensuring that the University complies with all contract rules and laws, as established by the government, including State of California and the Chancellor's Office.

Requirements

High School Diploma/GED - or equivalent, 4 years of progressively responsible experience in general office clerical or secretarial work.
Valid driver's license and insurance
Experience in working independently, ability to set priorities and be accountable for work results
Ability to apply judgment, discretion, and initiative to difficult problems with creative solutions.
Experience presenting information and responding to questions from faculty, staff, administration, customers and the general public.
Thorough mastery of English grammar, punctuation, and spelling
Thorough knowledge of office software packages, technology, and systems
Working knowledge of budget policies and procedures
Ability to independently handle multiple work unit priorities and projects
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
Ability to perform business math, such as calculate ratios and percentages, track financial data, and make simple projections.
Ability to draft and compose correspondence and standard reports
Ability to effectively handle a broader range of interpersonal interactions, including those at a higher level and those sensitive in nature.
Familiarity with an integrated financial system
Ability to utilize databases for storing, retrieving, and tracking documentation and projects
Ability to read and understand the campus, CSU, and state policies
Ability to interpret the financial system information for end-users
Ability to work effectively in a fast paced, high volume environment with constant interruptions and changing priorities while still meeting deadlines.
Must have excellent interpersonal, oral and written communications skills and ability to maintain working relationships with co-workers, vendors, and other members of the campus community.

Nice To Haves

Experience in higher education or public sector procurement.
Experience supporting multiple managers or executives.
Knowledge of college/university operations and infrastructure.
Experience with Procure-to-Pay system implementation or support.
Experience with PeopleSoft in a higher education environment.

Responsibilities

Enter and process requisitions in PeopleSoft (or similar ERP/Procure-to-Pay system) on behalf of Buyers.
Monitor procurement activities using SmartSheet and CSU Procure-to-Pay (P2P) systems.
Log, track, and maintain procurement requests, purchase orders, insurance documents, and contracts.
Run queries, generate reports, and produce tracking documentation for Buyers and leadership.
Ensure accuracy, completeness, and compliance of all procurement documentation.
Identify discrepancies and coordinate resolution with appropriate stakeholders.
Maintain audit-ready files and support Public Records Act requests when necessary.
Serve as the primary point of contact for Procurement Services.
Provide desk, telephone, and email coverage; respond to inquiries from campus departments and vendors.
Research and resolve procurement-related questions in a timely and professional manner.
Receive and process incoming mail, requisitions, insurance documentation, and department correspondence.
Perform extensive computer-based work including typing, data entry, spreadsheets, scanning, e-filing, and document preparation.
Maintain high standards of customer service and professional communication.
Provide clerical and administrative support to the Director, Manager, and Leads.
Prepare documents, gather information, obtain signatures, and distribute completed materials.
Track receipts, contracts, and executed documents.
Draft and compose correspondence and standard reports.
Schedule and coordinate meetings for procurement leadership and teams.
Prepare agendas, take meeting minutes, and track action items.
Support administrative projects related to procurement operations and P2P implementation.
Facilitate virtual meetings and training sessions using Zoom, MS Teams, or similar platforms.