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Senior Procurements Coordinator

12:00:00 PM
POSITION SUMMARY:
Working under the general direction of the Associate Director of Procurements, the Senior Procurements Coordinator provides logistical support with domestic and international travel arrangements, travel advances, and reconciling travel and expense reports. Processes domestic and international invoices, procurements of goods and services, and petty cash transactions through the Accounting and Reporting at Columbia system (ARC). Reviews supporting documentation and confirms appropriate approvals have been received for all transactions, ensures supporting documentation requirements have been met and that expenses are allocated to correct budget categories. Maintains and updates inventory tracking system and vendor account files.
This position is grant funded.
MAJOR ACCOUNTABILITIES:
  • Receives travel requests from employees and confers with employee to respond to questions ensuring the integrity of the process and compliance with USG and/or donor rules and regulations, CU Policies and Procedures and ICAP SOPs
  • Gathers information from vendor (travel agents, hotel, etc.) to determine most convenient high quality routes and accommodations with the best possible rate; confirms availability and conveys tentative travel itinerary to traveler for approval; confirms reservation and distributes tickets to traveler
  • Reviews, reconciles and processes travel and expense reports. Monitors all travel requests for validity and adherence to ICAP travel policies and procedures and completeness of paperwork; advises, interprets and enforces travel policies and procedures
  • Processes travel advances and continuously monitors and follow-ups with employees to clear open travel advances as required by University policies
  • Monitors, reconciles, and reports on refunds, credits, and changes related to cancellations or re-bookings
  • Establishes guidelines for foreign travel related to visas, passports, immunizations, prescriptions, etc. that is in line with USG and/or donor rules and regulations
  • Processes invoices, purchase requisitions, petty cash transactions, and all other procurement transactions through Columbia University’s ARC system
  • Process petty cash disbursement ensuring that receipts are in compliance with ICAP policies on petty cash advancements and/or reimbursements, monitors that the petty cash fund is appropriately funded, and submits check requests through the CU-ARC system to replenish the petty cash fund
  • Assists with the procurement of domestic and international minor and major equipment, including evaluating bids and written justification of selection and ensures that supporting documentation complies with CU, ICAP and donor procurement rules and regulations
  • Ensures that expenditures are allocated to the correct account numbers and budget categories.
  • Reviews transactions for proper approvals, supporting documentation and compliance with USG rules and regulations, CU Policies and Procedures and ICAP SOPs
  • Liaises with internal and external vendors to resolve travel, procurement, billing and payment discrepancies maintaining and providing high quality customer service
  • Routinely maintains and updates inventory logs of all domestic and international major equipment purchases
  • Scans and uploads supporting documentation for all transactions into the Electronic Data Management (EDM) system while retaining original documents in the departmental files
  • Advises ICAP staff on policies and procedures related to the procurement of goods and services, and the requirements for hiring service providers/consultants, including the insurance requirements, vendor profile set-ups and vendor validation
  • Assists Implementation staff on the preparations of sole-source justifications and approvals, independent contract verifications, vendor questionnaires, and banking details
  • Provide ad hoc financial reporting and analysis for related accounts; recommends enhancements, participates in the improvement of financial processes
  • Performs other related duties as assigned and participates in special projects as assigned. Provide support to Finance staff as needed
EDUCATION:
  • Bachelor’s Degree or equivalent education and experience
EXPERIENCE, SKILLS & MINIMUM REQUIRED QUALIFICATIONS:
  • Three (3) years of experience in accounts payable, coordinating travel arrangements, or related processing/coordination functions
  • Strong analytical and organizational skills
  • Strong interpersonal skills in order to deal effectively with varied internal clients, management groups and vendors
  • Excellent customer service skills
  • Proficient with Microsoft Office Suite (e.g., Excel, Word, Outlook)
EXPERIENCE, SKILLS & PREFERRED QUALIFICATIONS:
  • Knowledge of USG travel and procurement rules and regulations
  • Bachelor’s Degree in Accounting, Finance or Economics strongly preferred
  • Demonstrated experience working in a fast paced environment, coupled with experience with international protocols, non-profit organizations or academic institutions is highly desirable
  • Knowledge of Columbia University systems ARC, ERP
TRAVEL REQUIREMENTS:
  • No international travel required
How to apply:
To apply for this position, please cut and paste the link below to your browser:
Columbia University is an equal opportunity and affirmative action employer. It does not discriminate against employees or applicants for employment on the basis of race, color, sex, gender, religion, creed, national and ethnic origin, age, citizenship, status as a perceived or actual victim of domestic violence, disability, marital status, sexual orientation, status as a Vietnam era or disabled veteran, or any other legally protected status.

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