Procurement Coordinator

The mission of the University of St. Augustine for Health Sciences is the development of professional health care practitioners through innovation, individualized, and quality classroom, clinical, and distance education.

GENERAL SUMMARY

The Procurement Coordinator is responsible for assisting in the procurement processes across the university, ensuring efficiency, accuracy, and compliance with university policies and procedures. The Procurement Coordinator provides excellent customer service to all university departments, assisting with invoicing, accounting and procurement related issues.

This position follows a hybrid work schedule requiring a minimum of 2-3 days on campus. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Accounts Payable Management:

• Manage and oversee the Accounts Payable (AP) list, ensuring timely and accurate processing of invoices.
• Work with AP department to reject, hold, dispute or act as a liaison to obtain necessary documents to process invoices.

Business Cards and Name Badges:

• Coordinate and manage the university-wide ordering of business cards and name badges, ensuring timely delivery and adherence to university standards.

Purchase Order Management:

• Own and maintain the open PO list, ensuring all POs are closed in a timely manner before the fiscal year-end.
• Work with internal departments and external suppliers to inquire about delivery of goods/services to ensure timely payment of invoices.

Supplier Onboarding and Training:

• Onboard new suppliers in COUPA and provide training on how to correctly submit invoices through the system.
• Maintain and update supplier data, ensuring accuracy and compliance with university policies.

Invoice Review and Coding:

• Review rental car invoices, code them correctly, and ensure proper documentation.
• Review invoices with error or non-PO invoices, working with departments to address and resolve issues. Identify out of compliance invoices and ensure departments take corrective actions to address current and future errors.

Standardized Patient Contracts and POs:

• Process and route standardized patient contracts.
• Oversee standardized patient POs and renewals of contracts for upcoming fiscal years.

Contract Management:

• Manage contract expirations and communications, ensuring timely renewals and compliance with university policies.

OTHER DUTIES AND RESPONSIBILITIES

May perform other duties and responsibilities that management may deem necessary from time to time.

POSITION IN ORGANIZATION

REPORTS TO:  Manager, Procurement

POSITIONS SUPERVISED: None

TECHNICAL, MANAGERIAL, and PEOPLE SKILLS REQUIRED

To perform this job successfully an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Incumbents will be evaluated, in part, based on performance of each essential function.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE

• Associate’s degree required, bachelor’s degree in business or related field strongly preferred
• A minimum of two years of related professional, business experience environment with a demonstrated customer-service background required
• Strong comfort level with outbound calling for service-related issues
• Strong organizational skills, excellent communication skills and multi-tasking
• Ability to work in a fast-paced, high energy team environment
• Ability to adapt to organizational change

BUSINESS COMPETENCIES

• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
• Being Resilient - Rebounding from setbacks and adversity when facing difficult situations.
• Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Drives Results - Consistently achieving results, even under tough circumstances.
• Innovation - Creating new and better ways for the organization to be successful.
• Customer Focus - Building strong customer relationships and delivering customer-centric solutions.

WORK ENVIRONMENT
Work is performed primarily in a standard office environment but may involve exposure to moderate noise levels. Work involves operation of personal computer equipment for six to eight hours daily and includes physical demands associated with a traditional office setting, e.g., walking, standing, communicating, and other physical functions as necessary.

Physical requirements of this position include the following:

• ü   Does not apply