What are the responsibilities and job description for the Procurement and Travel Coordinator position at University of Colorado?
Requisition Number:
37670
Location:
Boulder, Colorado
Employment Type:
University Staff
Schedule:
Full-Time
Posting Close Date:
03-Apr-2022
Date Posted:
16-Mar-2022
Job Summary
The Student Affairs Business Services team is responsible for supporting daily business transactions for key departments within Student Affairs that include, but are not limited to, procuring items on behalf of departments via the CU Marketplace or procurement card, processing expense and travel reimbursement/reconciliation requests for employees and non-employees, and completing journal entries, cash transfers and cash deposits. Reporting to the Business Services Manager, this position is an integral member of the business services team. The Procurement and Travel Coordinator provides contract management, fiscal administration, expense reporting, purchasing and procurement support for key Student Affairs departments. This position requires providing exceptional customer service, attention to detail, organization, excellent customer service, and problem-solving and communications skills.
This position is eligible for the following benefits: EcoPass; 22 vacation days; access to medical, dental, vision, and life insurance, tuition reimbursement; a 10% employer contribution retirement plan, and more!
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.
Who We Are
We strive to achieve process excellence in streamlining current services and creating strategic processes while providing equitable service to key partnered departments. We will ensure consistent and compliant applications of policies and procedures and will serve as a partner and resource to all Student Affairs departments.
What Your Key Responsibilities Will Be
Purchasing and Procurement Administration:
- Contract management of purchase orders and agreements. Includes anticipating expirations and renewals, processing invoices, monitoring contract terms and conditions, and maintaining successful vendor relationships.
- Process and facilitate Departmental approval of invoices for payment to outside entities by auditing and authorizing vouchers in comparison to purchase orders for accuracy and compliance with purchasing terms and conditions, and Federal, State, and University rules and regulations.
- Audit and process payment documents and ensures accuracy of charges.
- Provide interpretation of financial and procurement policies and rules to key Student Affairs departments. Apply strong knowledge and understanding of university and campus policies and procedures to purchasing and procurement activities (Advance payment, After-the-Fact, Gift Cards, Official Functions, Recognition, Sensitive Expenses, W-9 & Vendor Authorization, etc.)
- Receive and process requests via the CU Marketplace, request systems, and e-mail for goods and services purchased. Obtain all necessary and accurate paperwork to ensure efficient and effective purchasing (e.g. sole source justification, bid, waiver, Scope of Work, warrant adjustments, payment authorizations and vouchers, etc.)
- Identify, investigate and resolve issues associated with purchasing: lost/incomplete documentation, procurement violations, receiving and returns, encumbrances, change orders, vendor disputes, etc.
- Investigate and resolve problems related to receipt of goods and services by working with the Procurement Service Center (PSC), department staff, and vendors. Maintain records of purchases in accordance with established policies and procedures.
- Build effective relationships with key partners to gain alignment of sourcing and process improvement strategies and plans.
- Research and review complicated procurement options to improve methods, purchasing strategies, and time utilization, resulting in efficiencies for the Division.
- Continuously establish and maintain cooperative and efficient relationships with department staff, other campus departments, system offices, and vendors using diplomacy, tact and problem solving skills.
Procurement Card Program Administration:
- Support appropriate purchasing card use by reviewing departmental purchases and expenditure requests to ensure that they adhere to all relevant division, campus and university policy and procedural requirements.. Determine when to raise questionable charges to higher-level decision makers.
- Compile, validate and review receipts from cardholders, create expense reports, and appropriately allocate and code charges according to defined standards.
- Provide guidance and training to procurement card cardholders on appropriate use, related procedures and compliance with the procurement card program.
- Request the set-up of new cardholder accounts and requests, submits modifications, partners with departments on keeping cardholder records accurate in accounting for new and departed staff.
- Prepare and process cash receipts for reimbursement to the University owed by employees for personal expenditures.
Travel and Reimbursement Management:
- Provide interpretation of travel policies and rules to key Student Affairs departments. Apply solid understanding of university and campus policies and procedures to travel and reimbursement activities (Alcoholic Beverages, Cash Advances, Official Functions, Recognition, Sensitive Expenses, travel).
- Assist staff in the office and in key Student Affairs departments with travel arrangements. Assist departments with proper protocol and processes for business travel.
- Compile, validate and review receipts turned in for reimbursement and process travel reimbursements/expense reports for key Student Affairs departments.
- Evaluate charges for appropriateness and reasonableness. Determines when to advance questionable charges to higher-level decision makers.
- Provide guidance and training to travel card cardholders on appropriate use, related procedures and compliance with the travel card program.
Fiscal Administration:
- Apply strong knowledge and understanding of fund accounting and policies and practices associated with campus financial operations to procurement activities (e.g. cash control, gift fund management, accruals)
- Identify issues and problems, conduct research, confer with appropriate parties (CCO, PSC, etc.) and create and implement solutions based on identified needs.
- Partner with Student Affairs Financial Planning & Reporting to discuss current or planned purchases, encumbrances, and cost allocations.
- Monitor payment processes and investigate when a payment is not made in a timely manner or a check is lost.
- Work with staff in key Student Affairs departments to obtain information, investigate/resolve problems, and advise individuals on procurement matters using excellent customer service.
What You Should Know
- This position will work a hybrid schedule with mostly remote work. The position requires being on campus at least once a month.
- All University of Colorado Boulder employees are required to comply with the campus COVID-19 vaccine requirement. New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.
What We Can Offer
- The annual hiring salary is $47,895.
Benefits
The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.
Be Statements
Be challenged. Be respectful. Be Boulder.
What We Require
- Three years of procurement/contract, accounting related experience. Equivalent combination of education and experience may substitute.
What You Will Need
- Proficiency in Microsoft Office Suite (e.g., Word, Excel, PowerPoint).
- Excellent interpersonal skills, including verbal and written.
- Ability to develop policies and procedures.
- Experience working with team collaborations, attention to detail and problem-solving skills
- Demonstrated experience in a work setting that demands high quality, flexibility, and excellent customer service.
- Ability to learn and respond quickly to situations that arise on a day-to-day basis.
- Familiarity with the university’s relevant systems (e.g. Concur) and an understanding of the rules and regulations that drive university processes (Fiscal Code of Ethics, procurement rules, hiring processes, etc.)
- Demonstrated ability to establish and maintain effective and trusting working relationships.
- Professional and collegial demeanor in light of stressful timelines and sophisticated situations.
What We Would Like You To Have
- A Bachelor’s degree from an accredited college/university in a related field.
- Experience in procurement of goods and services related to student programming, meetings and events and campus residential experiences.
Special Instructions
To apply, please submit the following materials:
1. A current resume.
2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
We may request references at a later time.
Please apply by April 3, 2022, for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.
Posting Contact Information
Posting Contact Name: Boulder Campus Human Resources
Posting Contact Email: recruiting@colorado.edu
Salary : $47,895 - $0
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