Procurement Coordinator

IMPORTANT APPLICATION INSTRUCTIONS

• Upload Resume or Curriculum Vitae for automatic population of information to the application.
• The contact information, work experience, and education listed on your Resume/CV will be parsed and input into your Montclair application.
• Review information and double-check all fields containing information that the system parsed – the software is intelligent, but you need to verify that the data is accurate.
• In the “My Experience” section, you will find a Resume/CV upload option where you can submit your cover letter and all other supporting documents.

Note:

If you have an expansive CV, we recommend that you apply manually and only include the positions you have held in the last ten (10) years. You will then be able to attach your Resume/CV, as well as all other supporting documentation in the "My Experience" section of your application.

Reporting to the Associate Director of Procurement Operations, the Procurement Coordinator provides administrative and operational assistance related to the University’s procurement processes for goods and services. This position supports requisition review, documentation coordination, data gathering, system-based reporting, and customer service in accordance with established procedures and under the direction of senior procurement staff. The role is intended to support compliance and operational efficiency within Procurement services.

• Support the purchase of equipment, materials, supplies, and services required by University departments, including administrative and operational support. Confer with representatives of various departments concerning their requirements for goods and services.
• Review purchase requisitions and change orders for various spend categories (or commodity codes) for completeness and compliance with Procurement Policies and Procedures, including the procurement methodology, compliance with any University contracts, and other compliance requirements such as Business Registration Certificates, Chapter 51 Approval, EEO, etc.
• Ensure descriptions are accurate; that required documentation and attachments are provided; consult with departments if further information is required; and assist departments with all requirements.
• Assist in investigating and resolving basic issues, concerns, or problems with orders, and communicate results promptly.
• Serves as a point of contact for internal departments and external suppliers regarding procurement status, documentation requirements, and general process questions, providing a high level of customer service and timely follow-up.
• Help in determining the appropriate method for the procurement of goods and services, ensuring that the procurement process is in the University’s best interest and in compliance with University, local, state, and federal requirements.
• Assists with research related to cooperative contracts and other approved procurement methodologies to support efficient purchasing decisions.
• Assists the department in reviewing procurement history data, including spend analysis, and making recommendations regarding appropriate methods for accomplishing effective purchases, cost savings, or other procurement activities and departmental requests.
• Assists with Open Public Records Act (OPRA) requests related to procurement activity by identifying, exporting, and compiling responsive documentation from Workday and related systems under the direction of senior procurement staff.
• Maintains a complete understanding of the Montclair State University Act, New Jersey State, and Federal rules, laws, and regulations concerning procurement as well as the University’s Procurement Policies and Procedures.
• Work on waivers of advertising or Board resolutions as assigned by management.
• Act as a backup for the University-wide P-card program, which may include providing customer service and support to end users, training P-card members, preparing reports tied to the program, performing monthly close processes, and other related tasks tied to the program.
• May assist with procurement activities related to Requests for Proposals, contracts,…