Advertised Summary Job Description: Reporting to the Director of Procurement, Budget & Finance in the Department of Pathology & Cell Biology, the Procurement Administrator is an independent thinker and compliance expert that will be responsible for managing the Procurement team, which consists of one Procurement Coordinator and six procurement support-staff members. This individual will ensure that the day-to-day functions of the Pathology Procurement Office are efficient, timely and compliant with university policies and regulations. The incumbent will work closely with leadership to control for variance in spending. Other duties include:
Procurement - Monitor productivity and serve as back-up to the Procurement Coordinator. - Perform quarter open commitment analysis: Prepare Quarterly/Year End Accruals (liability, goods/services and lease agreements). - NYP Blue Bill Administrator & Reconciler - Serve as the Central Office Travel/Business Reviewer/Manager: Interacts with TBER requestors and central approving/compliance entities/offices. - Manage staff Month/Year End close activities.
Administration and Contracting - Monitor and evaluate support-staff goals and performance. - Manage Procurement Coordinator in her duties, to include: (1) Petty-cash Administration (2) Monitor of P&S Finance Approval Track Log-sheet - Will work closely with leadership and the Sourcing & Procurement Manager in the review, sign and execution of procurement contracts. -> Serve as back-up to the Sourcing & Procurement Manager. - Directly interacts with the Purchasing Office to help troubleshoot issues that arise. - Serve as central office P- and T-card, requisition and voucher reviewer/approver. -> Ensures that p-card deadlines are met by all users/holders. - Monitors Procurement Office budget and expenses.
Policy, Audit and Compliance - Audits all transactions for accuracy and compliance. - Manage the security inventory log-sheet. - Works with department DPAD in the management of the departmental p-card inventory/central archive. - Train faculty and staff on related university policies. -> Assist in the creation/dissemination of new/updated relative internal policies.
Reporting and financial analysis - Prepare monthly reports (e.g. Common Costs, Staples spending, postage, Chart-field Statements). - Perform quarter OTPS budget versus actual analysis. - Submit journal entries corrections via ARC (ITF). - Performs special projects as assigned.
General Minimum Qualifications: Requires a bachelor's degree or equivalent in education and experience, plus four years of related experience.
Additional Specific Minimum Qualifications: Take charge/independent worker, strong analytical, organizational, accounting, interpersonal, oral and written communication skills required. Must possess high-level customer service skills, be able to communicate effectively/tactfully and is capable of working independently, taking initiative when needed. Must have experience in Higher Education procurement and is knowledgeable in OMB 110 & A133 policies. Expert in Microsoft Excel and Word software required.
Preferred Qualifications: Previous experience with the University's financial and procurement systems (ARC/FINSYS) preferred.
As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.
Columbia University is an Equal Opportunity/Affirmative Action employer.
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It... seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.