Procurement Operations Administrator

Reporting to the Director, Procurement, the Procurement Operations Administrator is responsible for supporting the Director of Procurement and the Procurement department.

The incumbent provides administrative leadership for an array of processes related to procurement operations. As the first point of contact, acting on behalf of Director and escalating matters, when necessary, the incumbent must have a thorough knowledge of procurement initiatives and activities.
They will also perform duties including scheduling, organizing and expediting workflow and meetings, supporting Buyers, human resources transactional administration, internal/external communications, and coordinating various logistics
and activities; and supporting budget development and monitoring.

Due to confidential aspect of work, considerable discretion and judgement is required.
What You’ll Be Doing

Intake, Triage & Stakeholder Support (Front-Line Enablement)

Act as the central hub for procurement-related requests, ensuring timely intake, assessment, and resolution of inquiries while enabling internal stakeholders.

• Monitor and triage the Procurement inbox to assess departmental needs and specifications
• Serve as the primary point of contact for procurement inquiries, resolving issues independently wherever possible
• Apply sound judgment to escalate complex or high-risk matters to leadership or appropriate teams
• Provide clear guidance on College procurement policies, procedures, and best practices
• Act as a Procurement Liaison, ensuring consistent understanding and application of procurement processes across departments

Cross-Functional Issue Resolution & Financial Alignment

Collaborate closely with Finance and internal stakeholders to resolve transactional issues and ensure financial accuracy.

• Liaise with Finance to troubleshoot vendor setup discrepancies
• Act as the first point of contact for customs clearance invoices, ensuring timely review and routing
• Support accurate budget allocation and cost coding during procurement review processes
• Identify recurring issues and work collaboratively to implement long-term fixes

Vendor Management & Risk Mitigation

Ensure integrity, accuracy, and compliance in vendor onboarding and data management while mitigating organizational risk.

• Manage and troubleshoot new vendor setup (domestic and international)
• Review vendor documentation for accuracy and completeness
• Conduct independent audit checks to mitigate fraud risk and ensure compliance
• Maintain and update vendor records and contract details in procurement systems

Systems Administration & Process Optimization

Leverage procurement systems and tools to improve efficiency, transparency, and scalability of operations.

• Administer procurement systems (e.g., contracts database, CentreSuite/PCard, Eway, Bonfire)
• Support system configurations, user setups, and high-volume requests
• Enter and maintain high-quality contract and procurement data
• Identify opportunities to streamline workflows and improve system utilization
• Provide training and guidance to users on procurement tools and processes

Knowledge Management & Communications

Maintain accurate, accessible procurement knowledge resources to support the broader organization.

• Manage content on the Sheridan Central Procurement page, ensuring up-to-date and user-friendly resources
• Develop, update, and train users on procurement forms and documentation
• Establish and maintain systems for efficient information storage, retrieval, and disposal.

Operational Support & Continuity

Ensure continuity of procurement operations through flexible support and backup capabilities.

• Provide backup support to the Procurement System Administrator
• Assist with PCard program administration, including setup and statement distribution
• Support ad hoc operational requirements and special projects as needed

About You

You demonstrate sound judgment and initiative, enabling you to effectively triage procurement inquiries, resolve issues independently, and confidently determine when escalation or cross-functional collaboration is required.

You are a critical thinker and creative problem-solver, able to assess procurement challenges from multiple angles and develop practical, innovative solutions—whether improving vendor setup processes, resolving invoice discrepancies, or streamlining cross-departmental workflows.

You bring strong planning and organizational skills, with the ability to manage competing priorities across procurement operations. You excel at coordinating multiple tasks simultaneously—from inbox triage and vendor onboarding to system administration and process improvement—while maintaining accuracy and attention to detail.

You are a clear and effective communicator, capable of translating procurement policies and procedures into accessible guidance for diverse stakeholders. You are equally comfortable providing one-on-one support, delivering training on systems and processes, and maintaining clear, user-friendly documentation and resources.

You thrive in a collaborative environment, building strong relationships across departments such as Finance and internal client groups to drive alignment, resolve issues efficiently, and enhance the overall effectiveness of procurement operations.

The successful candidate will also meet the following qualifications: 

• 3-year diploma or degree in business, supply chain or a related field of study.  
• Knowledge of Public Sector Procurement and more specifically familiar with Broader Public Sector Procurement Directives and Buy Ontario Procurement Directives and asset. 
• Certified Professional Buyer or Supplier Chain Certification would be an asset
• High level of skill with Microsoft Office (i.e. Excel, Word and PowerPoint) required
• A minimum of 3 years of experience in an administrative business/supply chain position where you’ve demonstrated:
  • Financial acumen and experience administering department budgets
  • Advanced skills with MS Office applications and like technologies; able to quickly learn software applications
  • Organizational, planning and project administration skills to prioritize, multi-task, track multiple projects
  • Development of communication and/or training materials, e-newsletters, web materials, surveys
  • Information management/Contracts Management
  • Direct Procurement or purchasing experience (an asset)

Who We Are:

The Sheridan community is passionate about the transformational role we play in people’s lives. Our strategic plan, Sheridan 2027: Forging the Future (https://www.sheridancollege.ca/sheridan2027), charts a path towards a new ground-breaking model of higher education that reshapes post-secondary education and better prepares students for the future. We are committed to demonstrably advancing equity, diversity, and inclusivity. Diversity is our strength and fuels our commitment to excellence. Across our campuses, we’re making meaningful strides towards developing an equitable and inclusive community.

For more information, visit: Why Work at Sheridan

Other Details
Faculty/Department: Business Services 
Primary Work/Campus Location: Trafalgar (may be assigned activities at any Sheridan campus) 
Work Categorization: Hybrid Position – On-site at least 3 days/week
Reference #: J0226-0197
Employee Group: Administrative 
Type of vacancy: This is a replacement position
Payband: NI
Salary Range: $63,220 – 79,024
Application Deadline: May 22, 2026

First Nations peoples have lived on this part of Turtle Island for millennia, stewarding the land, the water and all that contributes to life in this region. Today, the culture and presence of First Nations, Inuit and Metis peoples enrich the lands and people of this territory.  
Over two centuries ago, the Mississauga people welcomed settlers to this territory, providing sustenance and engaging in trade and commerce. Between 1781 to 1820, eight treaties were signed with the Mississaugas of the Credit First Nation who opened their territory to settlement.Today, Sheridan campuses are located on Treaty 14, also known as the Head of the Lake Purchase of 1806 and Treaty 22 and 23 of 1820.

Treaty history is foundational, and it is our collective responsibility to honour the land, as we honour and respect those who have gone before us, those who are here and those who have yet to come. We are grateful for the opportunity to be learning, working and thriving on this land, and we commit to learn the truth and be active in the process of reconciliation.

Sheridan values the diverse and intersectional identities of its students, faculty, and staff. Sheridan regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. Sheridan seeks applicants who embrace our values of equity, anti-racism, and inclusion. As such, we encourage applications from qualified candidates who have been historically disadvantaged and marginalized, including those who identify as First Nations, Métis and/or Inuit/Inuk, Black, members of racialized communities, persons with disabilities, women and/or 2SLGBTQ+.

Sheridan will provide job applicants with accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. To request accommodation, please contact Human Resources.

You may be asked to provide copies of your educational credentials at the time of interview. Upon hire, we require official confirmation of educational credentials and Canadian equivalency assessments, if applicable.