Procurement Specialist

#### **SUMMARY** In support of the university's mission and objectives, the Procurement Specialist serves as the administrator for the university's Purchasing Card (P-Card) program and provides operational, reporting, and compliance support for Procurement Services. This role maintains procurement-related financial and contract data, ensures compliance with institutional policies and internal controls, supports reporting and audit activities, and serves as a liaison between campus departments, external vendors, and the issuing bank. The position provides administrative and analytical support that enables strategic sourcing, spend management, and procurement decision-making across the university. * * * #### **Purchasing Card Program Administration** - Administers the full lifecycle of the university’s P-Card program, including card issuance, modifications, renewals, monthly allocations, and cancellations. - Maintains accurate and up-to-date program records, including cardholder accounts and assigned limits. - Monitors P-Card activity including reviewing receipts and supporting documentation to ensure compliance with university policies, internal controls, and audit requirements. - Coordinates the collection and reconciliation of general ledger (GL) account information for monthly cardholder expenses. - Develops and distributes reports related to cardholder activity, spending trends, compliance metrics, and program performance. - Supports internal and external audits by preparing reports and required documentation. - Serves as the primary liaison between the issuing bank and cardholders to resolve issues and ensure effective program administration. #### **Operational Improvement & Support** - Assists in evaluating procurement workflows and supports implementation of process improvements designed to enhance efficiency, compliance, and service delivery. - Maintains and tracks procurement-related financial and operational data utilizing complex spreadsheets and reporting tools. - Assists in developing training materials and communications related to procurement policies and procedures in collaboration with the Procurement Director and Procurement Strategist. - Develops and implements standardized processes for tracking and reporting procurement-related expenditures across campus projects. - Tracks and compiles procurement-related expenditures for campus projects, including invoices and payments across departments. - Coordinates with campus partners to ensure accurate allocation and reporting of project-related costs. - Supports the Procurement Director in reviewing and coordinating purchasing requests to support timely and compliant approval processes. - Assists in administering the university’s public surplus auction process, including coordinating item listings, vendor/platform interaction, and internal communication. - Ensures appropriate documentation and recordkeeping related to surplus asset disposition in accordance with university policies. #### **Procurement & Auxiliary Operations Data Management and Reporting** - Compiles, validates, and maintains procurement and payment data to support operational reporting, compliance monitoring, and strategic sourcing initiatives. - Develops, maintains, and enhances reports, dashboards, and key performance metrics to support strategic and operational decision-making. - Prepares recurring and ad hoc reports supporting spend management, compliance monitoring, audit requests, and procurement performance measurement. #### **Contract Administration and Compliance Support** - Coordinates contract execution workflows, including routing agreements for review, approval, signature, and record retention. - Enters, updates, and maintains contract records within the university’s contract management system. - Monitors contract terms and expiration dates; proactively notifies departments of upcoming renewals and required actions. - Supports compliance with institutional policies and regulatory requi…