Type: Full-Time
Posted: 31 days ago
Application Due: Open Until Filled
Category: Business and Financial Services
Position Summary
The Accounting Coordinator provides high-level executive administrative
support to the Vice President of Campus Operations and Facility along with
Finance, Administration, and Business Innovation while coordinating the
University's purchasing and procurement activities. This position serves as
the primary administrative liaison for the Division and plays a critical role
in ensuring the efficient operation of procurement processes, contract
administration, and compliance with institutional policies and applicable
federal regulations, including 2 CFR Part 200 (Uniform Guidance).
This position also review and managed the Contracts / RFP process while
assisting departments with procurement planning, manages vendor relationships,
and ensures procurement activities comply with institutional policies and
federal funding requirements.
Purchasing and Procurement Responsibilities (50%)
Purchasing Operations
Coordinate procurement of goods, equipment, services, and professional
services.
Review purchase requests for completeness, available funding, and policy
compliance.
Prepare and process purchase orders.
Monitor procurement transactions from initiation through payment.
Ensure purchasing activities comply with University policies and delegated
authority levels.
Assist departments with procurement planning and purchasing strategies.
Research vendors and obtain quotations.
Negotiate pricing and delivery schedules when appropriate.
Competitive Solicitations
Develop, coordinate, and administer competitive procurement processes
including:
Requests for Proposals (RFPs)
Invitations to Bid (ITBs)
Requests for Qualifications (RFQs)
Requests for Information (RFIs)
Responsibilities include:
Manage vendor questions and issue addenda.
Coordinate proposal receipt and secure proposal handling.
Coordinate award recommendations.
Maintain complete procurement files.
Federal Procurement Compliance (2 CFR Part 200)
Ensure procurement activities comply with 2 CFR Part 200 Uniform
Guidance.
Determine appropriate procurement methods based on federal procurement
thresholds.
Maintain documentation supporting:
Independent cost estimates
Price analysis
Procurement history
Competitive procurement
Contract administration
Verify vendors are not suspended or debarred.
Ensure compliance with federal conflict-of-interest requirements.
Maintain procurement documentation for audits.
Assist departments with grant-funded purchasing.
Coordinate procurement activities funded through federal grants and
contracts.
Vendor & Contract Administration
Coordinate vendor onboarding.
Maintain vendor files and procurement records.
Collect and review:
W-9 forms
Certificates of Insurance
ACH Enrollment Forms
E-Verify Certifications
Conflict of Interest Statements
Debarment Certifications
Track contract expiration dates.
Coordinate renewals and amendments.
Assist with contract routing and execution.
Financial & Administrative Support (45%)
Assist with budget preparation and monitoring.
Maintain procurement and financial reports.
Prepare purchasing reports and spend analyses.
Assist with annual financial and procurement audits.
Maintain procurement metrics and performance reports.
Support strategic sourcing initiatives.
Assist with inventory records as assigned.
Other Duties (5%)
Assist with emergency purchasing.
Participate in special projects.
Support capital construction procurement activities.
Perform other duties assigned by the Vice President.
Required Knowledge, Skills, and Abilities
Knowledge of executive office administration.
Excellent organizational and time management skills.
Ability to maintain confidentiality and exercise discretion.
Strong customer service and interpersonal skills.
Excellent written and verbal communication skills.
Strong analytical and problem-solving abilities.
Ability to manage multiple priorities simultaneously.
Knowledge of purchasing principles and procurement best practices.
Working knowledge of competitive procurement processes.
Knowledge of 2 CFR Part 200 Uniform Guidance procurement standards.
Ability to prepare and administer Requests for Proposals (RFPs),
Invitations to Bid (ITBs), Requests for Qualifications (RFQs), and
Requests for Information (RFIs).
Knowledge of contract administration.
Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook,
PowerPoint, Teams).
Experience using ERP systems such as Ellucian Colleague, Banner, Workday,
Oracle, or similar financial software.
Minimum Qualifications
Associate's degree in Business Administration, Public Administration,
Finance, Supply Chain Management, Office Administration, or a related
field. Bachelor's degree preferred.
Minimum of three (3) years of progressively responsible executive
administrative support experience.
Minimum of two (2) years of purchasing or procurement experience.
Experience supporting senior executives.
Experience preparing formal procurement documents.
Experience administering Requests for Proposals (RFPs) or competitive
solicitations.
Experience working with confidential financial information.
Preferred Qualifications
Bachelor's degree in Business Administration, Finance, Public
Administration, Supply Chain Management, or related field.
Five (5) years of executive administrative and procurement experience.
Experience in higher education or public sector procurement.
Experience administering federal grant-funded procurements.
Working knowledge of 2 CFR Part 200 Uniform Guidance.
Experience with Board of Trustees administration.
Experience with construction and capital project procurement.
Core Competencies
Procurement Administration
Competitive Solicitation Development
RFP, Management
Contract Administration
Federal Procurement Compliance (2 CFR Part 200)
Vendor Management
Budget Coordination
Communication
Customer Service
Confidentiality and Professional Judgment
Project Management
Organization and Attention to Detail
Physical Requirements
Ability to sit for extended periods while working at a computer.
Ability to occasionally lift up to 25 pounds.
Ability to travel across campus to attend meetings and vendor site visits.
Working Conditions
Work is performed primarily in a professional office environment with frequent
interaction with executive leadership, faculty, staff, vendors, contractors,
and auditors
Key Areas of Responsibility
Responsibility
Percentage
Purchasing & Procurement Coordination
50%
Finance & Administrative Support
45%
Other Duties
5%
Position Overview
The successful candidate will function with dotted line duties for the Vice
President's Campus Operations and Facilities while serving as the division's
procurement coordinator. The role requires exceptional organizational skills,
sound judgment, professionalism, and the ability to independently manage
executive operations alongside institutional purchasing activities.
Edward Waters University values Diversity and is an Equal Opportunity
Employer.
Apply Now
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