Procurement Specialist & Executive Assistant (CFO)

the USO•Arlington, VA

12h•Onsite

About The Position

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).

Requirements

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.

Nice To Haves

Bachelor’s Degree in Business, Information Systems, Finance, Supply Chain, or a related field (or equivalent experience) preferred.
Coupa Administrator or Implementation Certification, preferred

Responsibilities

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.
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.