Procurement Coordinator

Type of Appointment:Full Time, Long-Term TemporaryJob Classification:Administrative Support Coordinator IAnticipated Hiring Range:$4,047 - $4,128 per monthWork Schedule:Monday-Friday, 8am-5pmTHE DEPARTMENT:The primary function of the Procurement Services Department is to purchase goods and services through collaborative approaches, by leveraging spend and managing suppliers to optimize costs, improve supplier performance, and lowering risk for University requirements. This includes ensuring that the University complies with all contract rules and laws, as established by the government, including State of California and the Chancellor's Office.DUTIES AND RESPONSIBILITIES:Procurement Systems & Requisition SupportEnter, process, monitor, and track requisitions and related procurement transactions in PeopleSoft, CSU Procure-to-Pay (P2P), Smartsheet, and other applicable procurement systems.Provide administrative support for purchase order processing, including tracking transaction status, maintaining supporting documentation, and coordinating routine follow-up with Buyers, Leads, campus departments, and vendors.Review procurement submissions and supporting documents for administrative completeness, identify missing information or documentation, and route matters requiring procurement judgment or subject-matter review to the appropriate Buyer, Lead, Manager, Accounts Payable, or other responsible area.Maintain organized, accurate, and audit-ready procurement records in established shared repositories, including requisitions, purchase orders, insurance documentation, correspondence, and related transaction records.Support P2P users and suppliers with routine system, process, transaction-status, and documentation questions, including routing or escalating issues outside the coordinator's area of responsibility.Run queries, maintain tracking tools, and prepare routine operational reports and status information for Procurement leadership, Leads, and Buyers.Office & Customer Service SupportServe as a primary administrative point of contact for Procurement Services and respond to routine campus and vendor inquiries by phone, email, and other established communication channels.Research routine procurement-related questions and provide established procedural information, referring matters requiring Buyer, Lead, Manager, Accounts Payable, or other subject-matter ownership as appropriate.Receive, review, distribute, and follow up on incoming Procurement Services mail and documentation to ensure items requiring filing, tracking, or action are appropriately completed.Receive and file Certificates of Insurance and other insurance documentation in the established Procurement SharePoint repository using applicable filing and naming conventions.Maintain organized electronic records and shared files so supporting documentation can be readily located by authorized staff.Provide customer service and administrative follow-through on Procurement inquiries while maintaining professional and timely communication.Administrative & Leadership SupportProvide administrative coordination and operational support to the Procurement Director, Manager, Leads, and Buyers.Prepare and distribute routine correspondence, documents, reports, and other administrative materials.Track administrative requests, assignments, and supporting documentation through completion.Assist with maintaining department records, shared resources, procedures, and reference materials.Meeting & Project CoordinationSchedule and coordinate meetings for procurement leadership and teams.Schedule and coordinate Procurement meetings, trainings, demonstrations, and project activities.Prepare agendas and supporting materials, take meeting notes when requested, and track follow-up items.Support administrative activities associated with Procurement systems, P2P implementation, user resources, and department projects.Assist with maintaining and distributing coordinator-level process guides, training materials, and procedural resources.Facilitate virtual meetings and training sessions using Zoom, Microsoft Teams, or similar platforms.QUALIFICATIONS:High School Diploma/GED - or equivalent4 years of progressively responsible experience in general office clerical or secretarial work.Experience in working independently, ability to set priorities and be accountable for work resultsAbility to apply judgment, discretion, and initiative to difficult problems with creative solutions.Experience presenting information and responding to questions from faculty, staff, administration, customers and the general public.Thorough mastery of English grammar, punctuation, and spellingThorough knowledge of office software packages, technology, and systemsWorking knowledge of budget policies and proceduresAbility to independently handle multiple work unit priorities and projectsAbility to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.Ability to perform business math, such as calculate ratios and percentages, track financial data, and make simple projections.Ability to draft and compose correspondence and standard reportsAbility to effectively handle a broader range of interpersonal interactions, including those at a higher level and those sensitive in nature.Familiarity with an integrated financial systemAbility to utilize databases for storing, retrieving, and tracking documentation and projectsAbility to read and understand the campus, CSU, and state policiesAbility to interpret the financial system information for end-usersAbility to work effectively in a fast paced, high volume environment with constant interruptions and changing priorities while still meeting deadlines.Must have excellent interpersonal, oral and written communications skills and ability to maintain working relationships with co-workers, vendors, and other members of the campus community.PREFERRED QUALIFICATIONS:Experience in higher education or public sector procurement.Experience supporting multiple managers or executives.Knowledge of college/university operations and infrastructure.Experience with Procure-to-Pay system implementation or support.Experience with PeopleSoft in a higher education environment.Out of State WorkThe California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy .Background CheckCal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy .Education Code ***** RequirementsApplicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant's current and/or former employers to the CSU concerning any substantiated allegations of misconduct.CSU Classification Salary RangeThis position is part of the CSUEU bargaining unit 7. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on theCSU Salary Schedule website . The classification salary range for this position according to the respective skill level is: minimum $4,047 and maximum $5,896 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.Employment Eligibility VerificationCal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website .University Driving RequirementPositions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver's license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy .Security & Fire SafetyIn compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section *****, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomona's Annual Security ReportandCal Poly Pomona's Annual Fire Safety Report .Pay Transparency NondiscriminationAs a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster .Reasonable AccommodationWe provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ******. For more information, go toEmployment Notices .Equal Employment OpportunityConsistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of ****, Title IX of the Education Amendments of ****, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California's Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU's Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.Other NoticesFor other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.