Purchasing Coordinator

Description

The Business Services Department provides support for the campus community for all auxiliary services and needs. The functional areas of Business Services include: purchasing services, strategic sourcing, supplier relationship management, commercial card program, travel program, meal plan program, mail services, bookstore and contract services.

Position Summary

The Purchasing Coordinator is responsible for managing and overseeing the procurement activities of the University, ensuring that goods and services are purchased in a timely, cost-effective manner. This role involves coordinating with suppliers, maintaining accurate records, and ensuring compliance with established policies and procedures.

The successful candidate is an effective communicator committed to delivering the highest quality customer service.

Key Responsibilities

• Supplier Management: Identify, evaluate, and select suppliers based on quality, cost, and delivery performance. Build and maintain strong relationships with vendors.
• Order Processing: Process purchase orders, track order status, and ensure timely delivery of goods and services. Resolve any issues related to order discrepancies or delivery delays.
• Contract Administration: Ensure compliance with contractual agreements and University policies.
• Data Management: Maintain accurate and up-to-date records of purchases and pricing. Prepare and analyze reports on procurement activities and expenditures.
• Compliance: Ensure procurement activities comply with University policies, legal requirements, and industry regulations.
• Cost Control: Analyze market trends and supplier pricing to identify cost-saving opportunities. Recommend and implement strategies to reduce procurement costs.
• Problem Solving: Address and resolve any issues related to procurement, such as supply chain disruptions, product defects, or invoicing discrepancies.
• Communication: Act as a liaison between suppliers and internal departments. Communicate effectively with stakeholders to address procurement-related issues and ensure smooth operations.

Additional Responsibilities

Receivables:

• Invoicing: Generate and send invoices to internal and external clients for goods or services rendered.
• Follow-Up: Monitor outstanding invoices and follow up with clients to ensure timely payment.
• Payment Processing: Process incoming payments, including checks, credit card transactions, and electronic transfers.
• Record Keeping: Record all payments received and update the accounts receivable ledger accordingly.

Required Education and Experience

• Bachelor's degree or equivalent combination of education and experience
• Two years of related experience in general office, accounting, or personnel operations
• Notary Public certified (preferred)

Required Knowledge, Skills and Abilities:

To be successful in this position, candidates will need the following:

• Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.) and to learn new software and systems
• Oral, written, and listening communication skills, including the ability to interpret information, concepts, and details accurately and clearly
• Organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate and facilitate meetings
• Ability to self-start and take initiative in completing daily tasks and special projects
• Ability to establish and maintain partnerships with a variety of internal and external constituencies
• Knowledge of contractual concepts, terms, and conditions

About Iona University/EEO language

 Founded in 1940, Iona University is a master's-granting private, Catholic, coeducational institution of learning in the tradition of the Edmund Rice Christian Brothers. Iona's 45-acre New Rochelle campus and 28-acre Bronxville campus are just 20 miles north of Midtown Manhattan. With a total enrollment of nearly 4,000 students and an alumni base of more than 50,000 around the world, Iona is a diverse community of learners and scholars dedicated to academic excellence and the values of justice, peace and service. Iona is highly accredited, offering undergraduate degrees in liberal arts, science, nursing, and business administration, as well as Master of Arts, Master of Science, and Master of Business Administration degrees and numerous advanced certificate programs. Iona students enjoy small class sizes, engaged professors and a wide array of academic programs across the School of Arts & Science; LaPenta School of Business; NewYork-Presbyterian Iona School of Health Sciences; and Hynes Institute for Entrepreneurship & Innovation. Iona is widely recognized in prestigious rankings, including The Princeton Review’s 2024 national list of “The Best 389 Colleges” and The Wall Street Journal/College Pulse’s “2024 Best Colleges in America,” which ranked Iona at #66 in the nation overall and #8 in the nation among Catholic schools. Iona's LaPenta School of Business is also accredited AACSB International, a recognition awarded to just 6 percent of business schools worldwide.

Iona offers a comprehensive benefits package to all full-time employees that includes medical, dental, and vision insurance; flexible spending accounts; retirement plans; life insurance; short and long-term disability; employee assistance program (EAP); tuition remission; and generous time off. For more information on our benefits and working at Iona visit the Human Resources section of our website.

Iona University values and celebrates diversity and is committed to providing a welcoming and inclusive environment for all of our employees and does not tolerate discrimination based on any legally protected characteristic under applicable federal, state, or local laws. As an equal opportunity employer, Iona University encourages applications from qualified candidates who reflect the wider world in which we live, and in particular from historically underrepresented groups.