VIMS Purchasing Coordinator

: Position Information Position Number 00591V Position Title VIMS Purchasing Coordinator Employment Category Full Time Operational Unit Mission Statement 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 University 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. Position Summary The VIMS Purchasing Coordinator provides procurement and administrative services to the VIMS campus while working under general supervision and reporting to the Director of VIMS Procurement and Supply Operations. Core responsibilities include (but are not limited to):

• 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 using buyW&M, William & Mary's comprehensive Procure-to-Pay solution. This includes troubleshooting vendor payment issues, documenting transactions, preparing invoices, processing direct payments, and submitting reimbursements using buyW&M.
• Ensures business purchases using Small Purchase Charge Card (SPCC) follow policies and procedures.
• Reconciles monthly SPCC transactions, and account allocations, uploading electronic documents for the transactions to the bank system, and signing off on the transactions.
• Reconciles invoices for purchase orders in buyW&M, upload receipts and packing slips, and verifies all orders are closed and have posted in Banner for payment.
• Works with vendors as needed to facilitate onboarding in buyW&M and other payment systems.
• On a monthly basis, cancel SPCC and Purchase Order encumbrances that did not liquidate.
• Utilizes the procure-to-pay system to receive packages ordered via Purchase Order and to access information and purchase orders for fixed assets to be recorded.
• Receives, opens, records, and sends notifications of packages received in the VIMS Shipping/Receiving & Mailroom department daily for USPS, UPS, FedEx, etc.
• Forwards packing slips to the appropriate contact.

Required Qualifications

• Bachelor's degree in accounting, finance, or related field or the equivalent combination of education, training, and or experience.
• Experience working with procurement processes and/or an automated procurement system.
• Demonstrated experience working with an automated accounting/financial system.
• Demonstrated knowledge of financial accounting and procurement systems.
• Proficiency in a variety of software applications including MS Office (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 on tasks through their completion.
• Strong oral & written communication skills with the ability to work effectively with staff, exercising sound judgment, tact, and diplomacy in all interactions.
• Excellent organizational skills with the ability to manage multiple tasks concurrently with competing priorities.

Preferred Qualifications

• Experience in finance and administration in a higher education setting.
• Experience using buyW&M and Banner.
• Demonstrated experience with postal services, shipping, and receiving of goods.
• Basic knowledge of Generally Accepted Accounting Principles (GAAP).
• Familiarity with buyW&M, William & Mary's comprehensive Procure-to-Pay solution.
• Working knowledge of Banner Finance or another similar ERP-based financial module system.

Advertised Pay Range Up to $53,000 commensurate with experience Advertised Pay Range Statement University Salary Range U06 Department 121100 Office of Finance Location VIMS - Gloucester Is the position remote work eligible? Hybrid (works remotely at least 1 day per week but not full-time) 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. Job Open Date 01/05/2024 Review Begin Date 01/19/2024 Job Close Date 01/19/2024 Open Until Filled No FLSA Non-Exempt Position Restricted? Yes, the appointment is limited due to funding availability Position Term 12 month - Continuing Special Application Instructions 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.
• This is a restricted position, subject to the continued availability of funding.

EEO Statement William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The university is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities. Background Check Statement 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. Benefits Summary Statement William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program). Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: