Procurement Coordinator

Caldwell University invites applications for a full-time Procurement Coordinator. Reporting to the AVP for Finance/Controller (grant/budgeting) and the Accounting Manager (day-to-day operations), this position serves as the University's centralized purchasing function, ensuring that all procurement activities are conducted in a fiscally responsible, efficient, and compliant manner consistent with University policies.

The Coordinator plays a dual role: (1) serving as the institution's primary gatekeeper for pre-purchase budget verification, and (2) managing vendor relationships and negotiations to achieve best value on behalf of the University. This position works collaboratively with all campus departments, the Finance team, and external suppliers to support Caldwell's operational and academic needs.

Job duties include, but are not limited to: Pre-Purchase Budget Verification & Compliance Review all purchase requisitions submitted by campus departments prior to the issuance of a purchase order (PO), verifying the availability of budgeted funds and confirming that the requested expenditure is allowable, allocable, and consistent with University purchasing policies.

Assist requisitioners to resolve budget-related issues or discrepancies prior to purchase order processing. Monitor compliance with procurement thresholds, authorization levels, and applicable University policies; flag transactions that require additional approval or competitive solicitation. Review and process purchase orders in Jenzabar (J1), ensuring accurate account coding (fund, organization, account, program) and proper encumbrance of budgeted funds.

Support the oversight of University credit card usage, including cardholder training, monthly transaction review, policy compliance audits, and reporting. Assist in year-end purchase order close-out and encumbrance management to ensure unexpended departmental funds are released and accurately reflected in the general ledger.

Vendor Relations & Negotiation Serve as the University’s primary point of contact for vendor sourcing, outreach, and relationship management across all commodity categories. Negotiate pricing, payment terms, delivery conditions, and service agreements with suppliers to achieve best value for the University; document and maintain records of negotiated terms and cost savings achieved.

Solicit competitive Requests for Quotation (RFQs) and, where appropriate, formal Requests for Proposal (RFPs) for goods and services; evaluate responses and make purchasing recommendations to the requesting department. Research cooperative purchasing contracts (e.g., E&I Cooperative Services, Sourcewell) and other consortium agreements to leverage institutional buying power and reduce costs.

Evaluate supplier performance and assist in resolving invoice discrepancies, delivery issues, and vendor disputes in a timely and professional manner. Campus Partnership & Training Serve as a knowledgeable and approachable resource for faculty, staff, and administrators regarding University purchasing policies, procedures, and the procurement workflow in Jenzabar.

Provide guidance and one-on-one or group training to campus departments on requisition submission, University credit card use and compliance, vendor setup, and procurement best practices. Collaborate with Accounts Payable to ensure seamless procure-to-pay processing and timely resolution of receiving and invoicing discrepancies.

Participate in the onboarding of new budget managers to ensure a consistent understanding of procurement expectations across the institution. Collaborate with the accounting coordinator to establish and maintain an accurate and up-to-date vendor database, including W-9 documentation, certificate of insurance (COI) requirements, business registration certificates (BRC), 1099 reporting status, and preferred vendor status and documentation.

Reporting, Records & Systems Maintain accurate and auditable procurement records, including purchase orders, competitive bid documentation, sole-source justifications, vendor contracts, and related correspondence. Monitor open purchase orders and encumbrances on a regular basis to ensure timely receipt, invoicing, and payment; coordinate with Accounts Payable and departmental budget managers to close out stale or completed orders and release unexpended funds.

Prepare periodic procurement and budget-to-actual reports for Finance and senior leadership, highlighting variances, cost-saving opportunities, and areas of spending concern. Support the implementation and optimization of Jenzabar's procurement and budget modules, including encumbrance monitoring, to streamline and centralize the University's purchasing function.

Assist with external audit requests and internal control reviews related to purchasing and accounts payable activities. Bachelor’s degree in Business Administration, Accounting, Supply Chain Management, or a closely related field required. Minimum of two (2) years of professional experience in purchasing, procurement, accounts payable, or a closely related function.

Demonstrated ability to verify budget availability and work within a fund accounting framework. Strong negotiation and vendor communication skills with a demonstrated commitment to achieving best value. Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and Google Workspace; demonstrated experience with an ERP or financial information system required.

Exceptional attention to detail and organizational skills; demonstrated ability to build cooperative working relationships across departments, exercise patience and diplomacy when navigating competing priorities, and maintain process integrity in the face of institutional resistance to change. Experience in a higher education, nonprofit, or private institutional setting is strongly preferred.

The following experience is a plus, familiarity with Jenzabar J1 or a comparable higher education ERP system. Experience with cooperative purchasing programs (E&I, Sourcewell, or similar). Knowledge of not-for-profit accounting principles (FASB ASC 958). To apply: Caldwell University is committed to recruiting and retaining faculty, staff and students who will further the traditions, goals and core values of the University in support of our Catholic Dominican mission, vision, and strategic plan.

Caldwell seeks employees who are committed to contributing to an energetic welcoming atmosphere. Caldwell University is a private, Catholic coed four-year university with a strong liberal arts core curriculum that enhances critical thinking and analytical reasoning. Caldwell offers 36 undergraduate and 31 graduate programs, including doctoral, master’s, certificate, and certification programs, as well as online and distance learning options that prepare students for today’s global marketplace.

The university has 15 NCAA Division II athletic teams and numerous clubs, fraternities, sororities, and activities on a beautiful 70-acre campus located in the suburbs of Caldwell, New Jersey. Caldwell was founded by the Sisters of Saint Dominic of Caldwell. Its core values of respect, integrity, community, and excellence influence academic and campus life.

For more information about Caldwell University, visit caldwell.edu . Caldwell University offers a comprehensive benefit program to all full-time employees that includes: Health Coverage: Medical insurance, dental insurance, and vision plan Life Insurance: Employer-paid life insurance Short-term and Long-term disability insurance Retirement Savings: 403(b) defined contribution retirement annuity plan and a supplemental retirement annuity plan Generous Paid Time Off: Personal days, vacation days, and sick leave.

Paid holidays and summer Fridays off. Tuition Remission: An attractive tuition remission policy for employees and their dependents Tuition Exchange Scholarship Opportunities through CIC and the Tuition Exchange for up to full tuition at hundreds of participating colleges and universities. Additional Perks: Employee Assistance Program (EAP), Flexible Spending plan and more For details, go to https://www.

caldwell.edu/hr/employee-benefits/ Caldwell University is an Equal Opportunity Employer.