Procurement Specialist

SUMMARY

In support of the university's mission and objectives, the Procurement Specialist serves as the administrator for the university's Purchasing Card (P-Card) program and provides operational, reporting, and compliance support for Procurement Services. This role maintains procurement-related financial and contract data, ensures compliance with institutional policies and internal controls, supports reporting and audit activities, and serves as a liaison between campus departments, external vendors, and the issuing bank. The position provides administrative and analytical support that enables strategic sourcing, spend management, and procurement decision-making across the university.

Purchasing Card Program Administration

• Administers the full lifecycle of the university’s P-Card program, including card issuance, modifications, renewals, monthly allocations, and cancellations.
• Maintains accurate and up-to-date program records, including cardholder accounts and assigned limits.
• Monitors P-Card activity including reviewing receipts and supporting documentation to ensure compliance with university policies, internal controls, and audit requirements.
• Coordinates the collection and reconciliation of general ledger (GL) account information for monthly cardholder expenses.
• Develops and distributes reports related to cardholder activity, spending trends, compliance metrics, and program performance.
• Supports internal and external audits by preparing reports and required documentation.
• Serves as the primary liaison between the issuing bank and cardholders to resolve issues and ensure effective program administration.

Operational Improvement & Support

• Assists in evaluating procurement workflows and supports implementation of process improvements designed to enhance efficiency, compliance, and service delivery. 
• Maintains and tracks procurement-related financial and operational data utilizing complex spreadsheets and reporting tools.
• Assists in developing training materials and communications related to procurement policies and procedures in collaboration with the Procurement Director and Procurement Strategist.
• Develops and implements standardized processes for tracking and reporting procurement-related expenditures across campus projects.
• Tracks and compiles procurement-related expenditures for campus projects, including invoices and payments across departments.
• Coordinates with campus partners to ensure accurate allocation and reporting of project-related costs.
• Supports the Procurement Director in reviewing and coordinating purchasing requests to support timely and compliant approval processes.
• Assists in administering the university’s public surplus auction process, including coordinating item listings, vendor/platform interaction, and internal communication.
• Ensures appropriate documentation and recordkeeping related to surplus asset disposition in accordance with university policies.

Procurement & Auxiliary Operations Data Management and Reporting

• Compiles, validates, and maintains procurement and payment data to support operational reporting, compliance monitoring, and strategic sourcing initiatives.
• Develops, maintains, and enhances reports, dashboards, and key performance metrics to support strategic and operational decision-making.
• Prepares recurring and ad hoc reports supporting spend management, compliance monitoring, audit requests, and procurement performance measurement.

Contract Administration and Compliance Support

• Coordinates contract execution workflows, including routing agreements for review, approval, signature, and record retention.
• Enters, updates, and maintains contract records within the university’s contract management system.
• Monitors contract terms and expiration dates; proactively notifies departments of upcoming renewals and required actions.
• Supports compliance with institutional policies and regulatory requirements related to vendor agreements, including Certificates of Insurance.
• Maintains contract documentation and records to support procurement operations, audits, and reporting requirements.

EDUCATION

Bachelor’s degree in Business Administration, Finance, Accounting, Supply Chain Management, Data Analytics, or related field, required. Relevant professional certifications, preferred. 

EXPERIENCE

2+ years of relevant experience, required. Demonstrated proficiency in Excel and data analysis, required. Experience with business intelligence and reporting tools, such as Power BI, strongly preferred. Familiarity with emerging tools (e.g., AI-enabled solutions), preferred.

ESSENTIAL COMPETENCIES 

• Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times. 
• Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
• Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey.
• Adaptable/Flexibility – Ability to change or adjust to change.
• Analytical Thinking & Decision Making – Identifies and understands trends and/or issues, connects data points through analysis and logical conclusions/actionable strategies.
• Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
• Business & Financial/Budget Acumen – Demonstrates knowledge and understanding of financial concepts, accounting, marketing and organizational functions.
• Confidentiality – Maintains the necessary confidentiality and discretion required for the position.
• Continuous Improvement – Implement or brainstorm ways to optimize a process.
• Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.
• Problem-solving – Anticipates, evaluates, diagnoses, and resolves problems in a systematic and fact-based manner.
• Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
• Technology – Strong aptitude to learn new technologies as department processes evolve.

ADDITIONAL REQUIREMENTS

• Ability to work non-routine hours during certain times of the year.
• Ability to lift/move objects up to 50 pounds.