Procurement Coordinator

Montclair State University • Montclair, NJ

1d

About The Position

Reporting to the Associate Director of Procurement Operations, the Procurement Coordinator provides administrative and operational assistance related to the University’s procurement processes for goods and services. This position supports requisition review, documentation coordination, data gathering, system-based reporting, and customer service in accordance with established procedures and under the direction of senior procurement staff. The role is intended to support compliance and operational efficiency within Procurement services.

Requirements

• Bachelor’s Degree from an accredited college or university, preferably in business or a field related to the responsibilities of the position.
• Minimum of two years of experience with the procurement process or similar experience in a related area in business administration or a compliance-based role.
• Excellent written and oral skills are imperative.
• Experience with Microsoft Word, Excel, and PowerPoint required.
• Demonstrated ability to comprehend, analyze, and interpret purchase regulations and apply them to specific situations.
• Demonstrated ability to manage multiple requests simultaneously, work collaboratively, and escalate issues appropriately.

Nice To Haves

• Minimum of three years of procurement experience in a large organization.
• Familiarity with higher education, public sector, or government environments.
• Knowledge and experience with the University’s Financial Management System, Workday.
• Knowledge of the Montclair State University Act and New Jersey procurement regulations, including compliance documentation (e.g., business registrations, Chapter 51, etc.).

Responsibilities

• Support the purchase of equipment, materials, supplies, and services required by University departments, including administrative and operational support.
• Confer with representatives of various departments concerning their requirements for goods and services.
• Review purchase requisitions and change orders for various spend categories (or commodity codes) for completeness and compliance with Procurement Policies and Procedures, including the procurement methodology, compliance with any University contracts, and other compliance requirements such as Business Registration Certificates, Chapter 51 Approval, EEO, etc.
• Ensure descriptions are accurate; that required documentation and attachments are provided; consult with departments if further information is required; and assist departments with all requirements.
• Assist in investigating and resolving basic issues, concerns, or problems with orders, and communicate results promptly.
• Serves as a point of contact for internal departments and external suppliers regarding procurement status, documentation requirements, and general process questions, providing a high level of customer service and timely follow-up.
• Help in determining the appropriate method for the procurement of goods and services, ensuring that the procurement process is in the University's best interest and in compliance with University, local, state, and federal requirements.
• Assists with research related to cooperative contracts and other approved procurement methodologies to support efficient purchasing decisions.
• Assists the department in reviewing procurement history data, including spend analysis, and making recommendations regarding appropriate methods for accomplishing effective purchases, cost savings, or other procurement activities and departmental requests.
• Assists with Open Public Records Act (OPRA) requests related to procurement activity by identifying, exporting, and compiling responsive documentation from Workday and related systems under the direction of senior procurement staff.
• Maintains a complete understanding of the Montclair State University Act, New Jersey State, and Federal rules, laws, and regulations concerning procurement as well as the University’s Procurement Policies and Procedures.
• Work on waivers of advertising or Board resolutions as assigned by management.
• Act as a backup for the University-wide P-card program, which may include providing customer service and support to end users, training P-card members, preparing reports tied to the program, performing monthly close processes, and other related tasks tied to the program.
• May assist with procurement activities related to Requests for Proposals, contracts, or other specialized processes on a limited basis when requested and under the direction of senior procurement staff.
• Performs other related duties as assigned.
• Management retains the right to add or modify job responsibilities as needed.

Benefits

• The position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance.
• For further details, please visit: https://www.montclair.edu/human-resources/benefits/

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level