VIMS Purchasing Coordinator

Job Requisition:
JR101586 VIMS Purchasing Coordinator (Open)

Department:
CC00460 VIMS1 | DEAN | Office of
Finance

Job Description Summary:
The mission of William & Mary’s Batten School of Coastal & Marine Sciences & Virginia
Institute of Marine Science (VIMS) is to seek and broadly communicate knowledge in marine and coastal science to the Commonwealth of
Virginia, the nation, and the world through research, education, and advisory service. The Batten School & VIMS make seminal advances in
understanding coastal and marine systems through research and discovery, translate research findings into practical solutions to complex
issues of societal importance, and provide new generations of researchers, educators, problem solvers, and managers with an education of
unsurpassed quality.

The Office of Finance is responsible for financial planning and analysis of the Institute’s Education and
General, Indirect Cost, Private, and Local funds. The Office also ensures the Institute complies with College and State policies and
procedures, while providing a broad range of high caliber and timely services to the entire VIMS community. Services include, but are not
limited to, budget monitoring, procurement, human resources, and capital planning and construction.

The VIMS Purchasing Coordinator
provides procurement and administrative services to the
VIMS campus while working under general supervision and reporting to the
Assistant Director of Procurement.

Core responsibilities include (but not limited to):
* Manages procurement and administrative
activities for VIMS departments as assigned.
* Independently works with VIMS staff to determine the correct process for procurement and
payment of goods and services for the VIMS campus.
* Prepares, issues, and manages the procure-to-pay function for goods and services.
Including, troubleshooting vendor payment issues, documenting transactions, preparing invoices, processing direct payments and submitting
reimbursements.
* Ensures business purchases using Small Purchase Charge Card (SPCC) follow policies and procedures. Reconciles monthly
SPCC transactions, account allocations, uploading electronic documents for the transactions to the bank system, and signing off on the
transactions.
* On a monthly basis, cancels SPCC and Purchase Order encumbrances that did not liquidate.

Job
Description:

Required Qualifications:

• Bachelor’s degree in accounting, finance, or related field or the
  equivalent combination of education, experience, and training.
• Demonstrated experience working with an automated
  accounting/financial system.
• Experience working with procurement processes and/or an automated procurement
  system.
• Demonstrated knowledge of financial accounting and procurement systems.
• Proficiency in a variety of software
  applications to include MSOffice (specifically Word, Excel, Outlook and PowerPoint), and web-based applications
• Strong attention to
  detail, with the ability to work quickly and accurately in a fast-paced environment with minimal supervision.
• Independent problem
  solver, with the ability to take initiative and follow-through tasks through its completion.
• Strong oral & written communication
  skills with the ability to work with effectively with staff, exercising sound judgment while exercising tact and diplomacy in all
  interactions.
• Excellent organization skills with the ability to manage multiple tasks concurrently with competing
  priorities.

Preferred Qualifications:

• Basic knowledge of Generally Accepted Accounting Principles
  (GAAP).
• Working knowledge of Workday or another similar
  

  ERP

  based financial module system.

  
  
• Experience in
  Finance and administration in a higher education setting strongly preferred.
• Experience using buyW&M and Workday is a
  plus.

Conditions of Employment:

• This a non-exempt position, eligible to receive overtime in accordance with
  the Fair Labor Standards Act (FLSA), and university policy.
• This position may be subject to overtime during high peak times, etc. as
  directed and approved by the supervisor.

Job Duties:

50% – Procurement Processing, Compliance &
Reconciliation:

• Manages procurement and administrative activities for VIMS departments as assigned.
• Independently works
  with VIMS staff to determine the correct process for procurement and payment of goods and services for the VIMS campus.
• Prepares,
  issues, and manages procurement for goods and services. Troubleshooting vendor payment issues and ensuring business

  purchases follow
  the State and University policies and procedures.

  
  
• Maintains procurement records to ensure compliance

  and for auditing.
  Archive or destroy procurement records according to regulatory guidelines.

• Serves as backup in the absence of other VIMS

  Purchasing Coordinators and other units as necessary.

  
  

30% – Vendor Management & Relations:

• Analyzes
  purchasing requisitions, negotiates with vendors, advises and discusses procurement requirements with college staff.
• Independently
  troubleshoots vendor payment issues, documents transactions, prepares invoices, processes direct payments.
• Researches and resolves
  invoice inquires and disputes with vendors.

20% – SPCC Processing, Compliance & Reconciliation:

• Ensures business
  purchases follow the Small Purchase Charge Card (SPCC)

  policies and procedures.

• Reconciles monthly
  

  SPCC

  transactions, account allocations, uploading electronic documents.

• On a monthly basis, cancels
  

  SPCC

  encumbrances that did not liquidate.

Posting Range: starting at $45,000.00 commensurate with
experience

Additional Job Description:
Acts as a specialist in assigned program area, performing the most complex technical
duties, such as reviewing and processing claims from vendors, contractors, medical providers and others for reimbursement or other actions
under various programs.
Performs, leads, or supervises a wide variety of moderate to complex program and operational support
duties.
Applies knowledge of programmatic and administrative requirements.
Applies knowledge of applicable computer
software/programs.
Frequent contacts include internal and external customers to gather information or provide information.
May serve
as a subject matter expert.
Certification in program area may be preferred.

Job Profile:
JP0091 – Administrative &
Office Specialist III – Nonexempt – Salary – S06

Qualifications:

Position Restrictions:
Continuing E&G funded
position and not term-limited

EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity
employer by viewing the “Know Your Rights” poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check: William & Mary is
committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment.
Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or
driving history check.

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee
eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote
workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.

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