You are viewing a preview of this job. Log in or register to view more details about this job.

Procurement and Travel Coordinator

CU Boulder encourages applications for a Procurement and Travel Coordinator! The Procurement and Travel Coordinator provides primary oversight for departmental contract management, fiscal administration, expense reporting, purchasing and procurement support for key Student Affairs departments. Reporting to the Assistant Director of Business Services, this position is an integral member of the business services team. The team is responsible for supporting daily business transactions 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. This position requires analytical skills, organization, discretion and problem-solving and communications skills. Purchases range from medical and facilities equipment to construction and medical services, including software, IT hardware and independent contractors. Travel support includes staff, non-employee, and complex student group travel. This position works in coordination with staff, students, external vendors, campus and system partners and other departments to make certain that the purchases of goods and services are completed as requested while implementing university policies and procedures with regard to procurement method, documentation requirements, and for audit. The position provides training and mentorship to new employees regarding procurement, travel and expense policy and procedures.

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.

What Your Key Responsibilities Will Be

Purchasing & 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.
  • Initiate and manage purchase orders and service agreements. Includes anticipating expirations and renewals, processing invoices, monitoring agreement 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, sponsor and University rules and regulations.
  • Audit and process payment documents and ensures accuracy of charges.
  • Provide mentorship/training to the departments for complex purchases and contracts which includes the interpretation of financial and procurement policies and rules. Apply strong knowledge/understanding of university, sponsor 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.)
  • Evaluate requests per federal, sponsor, state, university & division policies; determine the most appropriate method of procurement (procurement card, PO/SPO, voucher, 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 issues related to receipt of goods/services by working with the Procurement Service Center (PSC), department staff, and vendors. Compile and maintain documentation as part of the procurement process to ensure the department is audit-ready for any outside requester: CU internal audit, State of Colorado, and federal sponsors.
  • Establish 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.
  • Support all aspects of Requests for Information, Requests for Proposals, and Invitations for Bid and be responsible for efforts with the PSC to ensure successful procurement. Assist vendors in being set up in CU Marketplace.
  • Be responsible for the development of and adherence to procurement timelines. Anticipate procurement needs for key Divisional departments and advise them on timelines for procurement actions to meet deadlines.
  • Continuously establish/maintain harmonious 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 call out questionable charges to higher-level decision makers.
  • Connect with all interested parties regarding available procurement options to reduce risk to both faculty, staff, students, and the University regarding reimbursement delays, documentation inadequacies, taxation, and other related accounting issues.
  • 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/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 & Reimbursement Management
  • Provide interpretation of travel policies/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).
  • Ensure proper work flow and approval are in place to facilitate the processing of all reimbursements in a timely manner.
  • 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/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 bring up questionable charges to higher-level decision makers.
  • Collect all necessary documentations to ensure international tax compliance is met for all reimbursement.
  • Provide guidance/training to travel card cardholders on appropriate use, related procedures/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).
  • Evaluate departmental needs and accounting practices with particular attention to expense reporting.
  • Ensure that staff and students have access to the appropriate information and cards to reduce costs and risk assumed by the University at all times.
  • 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.
  • Ensure appropriate financial approvals have been received for all procurement actions.
  • Ensure compliance will all Federal, State, sponsor, University, and division policies and procedures.
  • 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 issues, and advise individuals on procurement matters using excellent customer service.
  • Build and maintain coordinated and effective relationships with department staff, other campus departments, system offices, and vendors using diplomacy, tact, and critical thinking skills.
Other Duties
  • Train in a variety of business duties for serving as a back-up during the absence of other staff to ensure smooth business operations during this time.
  • Assist and participate in special projects as requested.

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. We plan on talking about this more during the interview process.

What We Can Offer

  • Starting salary is $50,000.

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.

What We Require

  • Three years of procurement/contract, accounting related experience. Equivalent combination of education and experience may substitute.

Special Instructions

To apply, please submit the following materials online using the URL provided:

  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 June 7, 2023 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.