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12 Apr 2022

Full-Time Procurement Coordinator

ICAP at Coumbia University – Posted by New York, New York, United States

Job Description

Position Summary

Working under the direction of the Purchasing Supervisor, the Procurement Coordinator processes invoices, procurements of goods and services, petty cash transactions, and vendor profile creation/ set-up requests through Columbia University systems.

The Procurements Coordinator works as part of a team of finance, accounts payable, and purchasing professionals in a collaborative learning and collegial environment.

Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process.


  • Processes invoices, cash disbursements and reimbursement requests, purchase requisitions, and other transactions through ARC (Accounting and Reporting at Columbia) and Concur (Columbia Travel and Expense) systems (15%)
  • Processes petty cash transactions ensuring receipts are in compliance with CU policies on petty cash advancements and/or reimbursements, monitors that the petty cash fund is appropriately funded, submits replenishment requests through ARC system, and submits annual Petty Cash Fund Certification (15%)
  • Assists with the procurement of goods and services, including consultancy agreements by advising requestors on administrative procedures, reviewing supporting documentation for completeness, and ensuring these comply with CU, ICAP and donor procurement rules and regulations (15%)
  • Initiates requests in Columbia University’s vendor management system and troubleshoots any barriers to vendor profile creation/ set up (10%)
  • Verifies that expenses are allocated to the correct natural 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 (10%)
  • Liaises with internal and external vendors to resolve procurement, billing and payment discrepancies maintaining and providing high quality customer service (10%)
  • Contributes to the maintenance of inventory systems, which monitor and safeguard assets globally (5%)
  • Scans and uploads supporting documentation for all transactions into the Electronic Data Management (EDM) system; maintains an audit trail for transactions including capital and other assets (5%)
  • Serve as the backup in the absence of a procurement team member to assist with Pay Card Disbursement/ Inventory Requests, Concur Travel and Business Requests (5%)
  • Respond to inquiries on procurement related issues and follows through to resolution (5%)
  • Perform other related duties as assigned (5%)

Minimum Qualifications

  • Bachelor’s Degree or equivalent in training, education and/or experience plus a minimum of three years related experience.
  • Three (3) years of experience or experience in accounts payable, coordinating travel arrangements, or related processing/coordination functions
  • Strong analytical and organizational skills
  • Strong interpersonal skills 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)

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, Concur, ERP

How to Apply

To apply and view full detailed job description, please click the link below- Procurements Coordinator | Careers at Columbia

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: Not Disclosed.

Job expires in 7 days.

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