VIMS Purchasing Coordinator in London

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.

Job Description

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:

• 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.

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.
• 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.
• Maintains procurement records to ensure compliance.
• Serves as backup in the absence of other VIMS.

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 inquiries and disputes with vendors.

20% - SPCC Processing, Compliance & Reconciliation

• Ensures business purchases follow the Small Purchase Charge Card (SPCC).
• Reconciles monthly.
• On a monthly basis, cancels.

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

Compensation Grade

S06

Recruiting Start Date

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.

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.