Administrative Assistant – Purchasing & Contract Administration

Annapolis Area Christian School; Severn (MD); On-site; USD 28,000 - 30,000; Part time

Job summary

Annapolis Area Christian School is seeking an organized Administrative Assistant to support the Business Office Accounting Department. This newly created role will help establish and manage the school's purchasing and contract administration processes.

The successful candidate will assist with PO systems, process purchasing requests, coordinate with vendors, track contracts, and maintain records. On-site with flexible hours during school year and summer.

Qualifications

• High school diploma required; Associate or Bachelor’s degree preferred.
• Experience in procurement, purchasing, or contract administration is preferred.
• Strong communication and detail orientation required.

Responsibilities

• Requisition processing for accuracy and budget compliance.
• Create, process, and issue routine purchase orders.
• Source vendors by requesting quotes and evaluating bids.
• Track open orders and coordinate with vendors on delays.
• Verify invoices and provide documentation to AP.
• Ensure contract terms are clear and collect insurance certificates.
• Track contract milestones, renewals, and deliverables.
• Maintain centralized contract repositories and audit-ready files.
• Serve as liaison for internal departments and vendors.

Skills

Attention to detail

Communication skills

Vendor coordination

Education

High school diploma

Associate or Bachelor's degree in Business or related field

Tools

Microsoft Office Suite

Excel

Blackbaud

Job description

Position Overview

• Department: Business Office


• Position: Administrative Assistant – Purchasing & Contract Administration


• Position Type: Part-Time, Full-Time, Flexible Hours during the school year and summer


• Reports To: Controller


• Location: On-Site


• FLSA Status: Non-Exempt (hourly)


• Rate: $20.00 - $22.00/hour

Job Summary

Annapolis Area Christian School (AACS) is seeking an organized, detail-oriented, and collaborative Administrative Assistant to support the Business Office Accounting Department. This newly created position will help establish and manage the school's purchasing and contract administration processes.

The successful candidate will assist with implementing and maintaining the school's Purchase Order (PO) system, processing purchasing requests, coordinating with vendors, tracking contracts, and maintaining accurate records. This is an excellent opportunity for someone with strong administrative skills who enjoys organization, problem-solving, and supporting efficient business operations.

Key Responsibilities

• Requisition Processing: Review purchase requisitions from internal departments for accuracy, budget compliance, and proper authorization.


• Purchase Orders Execution (POs): Create, process, and issue routine purchase orders based on internal requisitions.


• Vendor Sourcing: Request price quotes, compare vendor bids, and assist in evaluating and choosing potential suppliers.


• Order Tracking: Monitor open orders, track shipments, and follow up with vendors on backorders or delivery delays.


• Invoice Verification: Provide receiving documents and purchase orders to Accounts Payable to facilitate timely payment processing.


• Coordination, Compliance and Review: Ensure contract terms are clearly stated and fully executed by all parties. Collect and track applicable insurance certificates.


• Lifecycle Management: Track key contract milestones, renewal dates, expiration notices, and deliverables.


• Record Keeping: Maintain centralized physical and digital contract repositories, ensuring files are audit-ready.


• Stakeholder Liaison: Serve as a point of contact for internal departments and external vendors (where applicable) regarding contract interpretations, performance issues, or dispute resolution.

Qualifications & Requirements

• Education: High school diploma required; Associate or Bachelor’s degree in Business, Supply Chain, or related field is preferred. Equivalent professional experience will be accepted.


• Experience: Professional office experience. Familiarity with procurement, purchasing, or contract administration is preferred.


• Technical Skills: Proficiency in Microsoft Office Suite (advanced Excel capabilities preferred); experience with Blackbaud is a plus.


• Core Competencies: Strong attention to detail, excellent written and verbal communication, and ability to communicate and work effectively with individuals across the school community.

About Annapolis Area Christian School

Annapolis Area Christian School is an independent, non-denominational Christian school serving students in Kindergarten through 12th grade. Our mission is to engage students in an education of excellence, enabling them to impact the world through a growing relationship with Jesus Christ.