Senior Purchasing Coordinator

Job Posting Title

Senior Purchasing Coordinator ----

Hiring Department

Recreational Sports ----

Position Open To

All Applicants ----

Weekly Scheduled Hours

40 ----

FLSA Status

Exempt from FLSA ----

Earliest Start Date

Immediately ----

Position Duration

Expected to Continue ----

Location

UT MAIN CAMPUS ----

Job Details

Purpose

Manage departmental purchasing activities. Responsible for leading staff in the purchase of departmental goods and services following established guidelines. Provides guidance and makes recommendations for purchasing supplies, materials, equipment and services. Assures all processes are documented according to federal and state policies and procedures. Serves as liaison between the department, University Purchasing Office, and vendors to fulfill procurement needs. Performs work in compliance with applicable rules and regulations. Oversees processing of purchase orders for procurement of materials. Generates correspondence regarding problems and procedures. Maintains accurate records.

General Notes

Must be eligible to work in the U.S. on a full-time basis without sponsorship.

Responsibilities

• Serve as lead departmental buyer and procurement resource for RecSports. Act as a liaison between the department, University Purchasing Office, and vendors to fulfill procurement needs: meet with staff to determine the scope of needs, categorize each type of purchase and outline the requirements for each, anticipate needs, assist with purchasing timelines and planning, partner with staff to ensure timely action to fulfill university requirements and meet deadlines. Keep apprised of purchases and payments until all are resolved. Exercise a high degree of discretionary effort in all phases of work.
• Oversee processing for a high volume of purchasing and accounting documents including purchase orders, payment vouchers, and interdepartmental transfers. Maintain and develop knowledge of university policies and procedures, and ensure work is done in a timely manner. Maintain knowledge about departmental accounts to lead staff in making purchasing decisions.
• Prepare and maintain backup documentation in accordance with departmental and university requirements. Reconcile a variety of departmental charges and post transactions as needed. Perform complex reconciliations for departmental credit cards including departmental procards, IT procard, sport clubs procards, and up to 52 separate sport clubs travel credit cards. Serve as a backup for deposit preparation including review and reconciliation of daily reports and data entry report generation. Ensure university documentation and paperwork requirements have been satisfied.
• Manage department assets including annual inventory process, in collaboration with Director of Business Services, Facility Operations team, IT, and TRECs representatives.
• Assist with supervising and overseeing the work of the accounting team, including. Develop and maintain effective job manuals. Train and mentor staff, oversee their work, and model professional behavior and practices.
• Serve as a contributing staff member in the Business Services area of the Division. Perform other tasks as assigned.

Required Qualifications

A Bachelor's degree in Accounting, Finance, Business Administration, or a related field, with a minimum of three years of relevant experience and one year of direct purchasing experience. Candidates must have strong skills in Microsoft Office, particularly Excel, Word, and Outlook. The position requires demonstrated ability to process and reconcile high volumes of purchasing and accounting documents, maintain accurate financial records, and ensure compliance with university policies and procedures. Excellent verbal and written communication skills, with a proven ability to work effectively as a liaison between departments and vendors, are also essential.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications: A Bachelors or Masters degree in accounting, Finance, Business Administration, or a related field is preferred. More than one year of relevant experience. The ideal candidate will have experience working in a university or higher education environment, with advanced knowledge and experience in university-specific systems such as Workday, Banner, PeopleSoft, or DEFINE (Mainframe) system. Additionally, experience with process modernization, system implementation, and supervising student staff is highly desirable.

Salary Range

$60,000+ depending on qualifications

Working Conditions and Other requirements

Adhere to departmental performance standards. Regular and punctual attendance in the workplace is required, and work overtime hours when necessary. Comply with departmental and university policies, procedures, and initiatives, as well as all other university and system rules and regulations. This position is a Campus Security Authority pursuant to the Clery Act and University policy, and a Responsible Employee pursuant to Title IX, SB212, and University policy. It is a security-sensitive position and classified as exempt.

Work is performed in standard office conditions with repetitive use of a keyboard at a workstation. The role requires manual dexterity, lifting and moving, and may involve exposure to alarms, large crowds, dust, and noise (including construction noises). There is occasional exposure to chemical fumes.

This position requires the ability to work effectively under pressure, both independently and as part of a team, often managing overlapping projects. The role involves working independently with minimal direction while interacting with a large number of people in a shared office space. The incumbent must maintain cooperative relationships with staff and participants, communicate clearly in both written and verbal formats, and have direct contact with customers. Flexibility, accuracy, creative thinking, and initiative are key to success in this role. The position also calls for the ability to follow supervision, adhere to university and divisional policies, organize time and documents efficiently, multitask, and operate within a complex, fast-paced organizational structure. Additionally, the role involves maintaining professional office attire, making independent decisions, safeguarding confidentiality, demonstrating professionalism, delegating tasks, providing leadership, and supervising others.

Work is in-person on the main campus in Gregory Gym. Hours are Monday – Friday, from 8 AM – 5 PM.

Required Materials

• Resume /CV
• 3 Work references; at least one reference should be from a supervisor
• Letter of interest

Important   for applicants who are NOT current university employees or contingent workers:  You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.