Procurement Coordinator

Located 45 minutes from the Nation’s Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland
(CSM) is a two-time Aspen Award-winning institution (top 15% of Community Colleges) with academic programs in over 100 disciplines. CSM is
among America’s top 100 producers of Minority Associate Degrees in twenty categories, according to Diverse Issues in Higher Education.
CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the
summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days
in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student
and community needs.

The Procurement Coordinator provides technical, administrative, and customer-focused support for the
College’s procurement operations. Working under established procedures and the direction of the Executive Director of Procurement, this role
serves as a central point of coordination for purchasing, contracts, vendor management, P-Card administration, and related compliance
activities. The coordinator supports internal stakeholders and vendors in navigating procurement requirements and serves as a Cost Center
Manager Alias for the Procurement Department.

The hiring salary for this position will be
from the min to mid-point of the salary range advertised. This position is open until
filled.

Examples of Duties:

45% Procurement Operations

• Serve as the Cost
  Center Manager Alias for the Procurement Department, including budget preparation and submission, processing budget transfers, and reviewing
  and approving expenditures.
• Review, prioritize, and process purchase requisitions and contract requests to ensure accuracy,
  completeness, proper approvals, compliant terms, clear scopes of work, and required supporting documentation in accordance with college
  procurement policies and procedures.
• Coordinate approvals and prepare and issue purchase orders and blanket purchase orders, as
  needed.
• Maintain, add, and update vendor records in the financial software system, including entering and modifying vendor master
  data and filing required supporting documentation.
• Process and distribute incoming and outgoing procurement-related mail and
  materials.
• Coordinate the procurement of supplies, materials, and contracted services in compliance with College procurement
  regulations.
• Serve as a primary liaison between vendors and internal departments to resolve procurement-related
  issues.
• Maintain and order office supplies for the Procurement Department to support daily operations.
• Develop and run
  routine and ad-hoc reports and queries from financial and procurement systems, as requested.
• Maintain and dispose of procurement
  records in accordance with institutional and record-retention policies.

25% P-Card Administration

• Support the
  administration of the College’s purchasing card (P-Card) program, including processing card requests and changes, distributing cards, and
  assisting with onboarding and offboarding activities.
• Provide guidance to cardholders and approving managers regarding P-Card
  policies, procedures, and allowable purchases.
• Monitor P-Card transactions processing for timeliness and issue reminders, as
  needed.
• Troubleshoot P-Card system or transaction issues and coordinate resolution with internal stakeholders or the card issuer, as
  needed.

15% Contract Administration and Formal Solicitation/Capital Projects

• Assign contract numbers and manage
  contract documentation, routing, and approvals through the College’s contract management system.
• Maintain formal solicitation
  files, including documentation for State-funded Capital Projects, such as correspondence and change orders.
• Post formal
  solicitations, including State-funded Capital Projects, to the State of Maryland Electronic Bid Board and other applicable portals.
• Organize solicitation materials, log and tabulate submissions, and conduct initial reviews for completeness and
  compliance.

15% Training, Support, and Customer Service

• Support and participate in procurement-related training
  initiatives, including assisting with training sessions and events for campus staff.
• Provide training, guidance, and technical
  assistance to Cost Center Managers and Aliases on the financial system, P-Card system, and related procurement tools.
• Respond to
  procurement-related inquiries and provide timely, customer-focused support to internal stakeholders.

Additional
Duties

• Performs other related duties as assigned.

Qualifications:

Required Education and
Experience:

• Associate’s degree in business, finance, administration, or a related field, and at least one year of public purchasing
  or related experience; or an equivalent combination of education, training, and experience.
• Proficiency in Microsoft Office
  applications, including Excel, Word, PowerPoint, and Outlook.

Preferred Education and Experience:

• One year of experience in
  purchasing or procurement functions.
• One year of experience in higher education or a related institutional environment.
• One year of experience working with an integrated enterprise resource planning (ERP) system, preferably
  Colleague.

Licenses, Certifications, or Additional Requirements:

• Financial disclosure may be required for this
  position.

Supplemental Information:

Knowledge, Skills, and Abilities:

• Demonstrated ability to
  organize and manage multiple tasks and projects, analyze information, and develop effective solutions in a fast-paced environment.
• Strong verbal and written communication skills, with the ability to present information clearly, facilitate meetings and training
  sessions, and deliver effective presentations to diverse audiences.
• Proven interpersonal skills with the ability to work
  collaboratively, build positive working relationships, and maintain professionalism with colleagues, vendors, and internal stakeholders.
• Ability to adapt to changing priorities, manage competing deadlines, and maintain accuracy and attention to detail.
• Customer service and public relations skills, with an emphasis on responsiveness, professionalism, and problem resolution.
• Experience with online data processing, including entering, maintaining, and retrieving information from computerized
  systems.

PHYSICAL DEMANDS
The work is mostly sedentary work which requires exerting up to 10 pounds of force occasionally and/or
negligible amount of force frequently or constantly.

WORK ENVIRONMENT
Work is performed in a relatively safe, and secure work
environment.

General Employment Information

The College of Southern Maryland is an Equal Opportunity
Employer.

Background Checks

The College of Southern Maryland conducts background checks in order to ensure
the safety and well-being of the College’s staff and students. The final candidate for this position will be subject to the following
background checks: Criminal History Check and Sex Offender Registry Check.

Conflict of Interest policy

No
College of Southern Maryland employee shall engage in or have a financial interest, directly or indirectly, in any activity that conflicts
or raises a reasonable question of conflict with his or her duties and responsibilities. CSM Employees shall not at any time engage in any
outside employment or independent consulting that would adversely affect their employment status or performance as employees at the college,
create a conflict of interest, or, with the exception of constitutionally protected activities, would compromise or embarrass the college,
or adversely affect professional standing. Any full-time college employee who also holds a full-time position or its equivalent in
consulting elsewhere (whether permanent or seasonal) will be deemed to have a conflict of interest and will be asked to resign from one of
the full-time positions. Full-time employees must promptly disclose in writing, on a form available from the Human Resources Office, to the
college all other full-time employment or its equivalent in independent consulting.

Employment Frequently Asked
Questions

Click here to find our frequently asked questions:https://www.csmd.edu/employment/frequently-asked-questions/index.html

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