Procurement and Expenditure Assistant

Yeshiva University; New York (NY); On-site; USD 70,000 - 75,000; Full time

Job summary

Yeshiva University’s College of Dental Medicine is seeking a Procurement and Expenditure Assistant to manage the full procurement lifecycle, vendor onboarding, and AP coordination in a fast-paced academic health setting. The role reports to the Director of Clinic and requires strong organizational, analytical, and communication skills.

Responsibilities cover requisitions, PO processing, vendor setup, P-Card reconciliations, and ensuring compliance with university policies while maintaining

Qualifications

• Associate degree or 7–10 years in procurement/purchasing/finance
• Bachelor's degree preferred for advancement
• Experience in higher education or healthcare is a plus

Responsibilities

• Prepare, review, and submit purchase requisitions in line with policies
• Process purchasing requests and document funding information
• Manage purchasing transactions in MaccaBUY and track through payment
• Obtain vendor quotes and support documentation
• Coordinate time-sensitive purchases and ensure policy compliance
• Onboard new vendors and maintain vendor records
• Liaise with Accounts Payable to ensure timely payments and reconciliation
• Prepare P‑Card expense reports with proper receipts and approvals
• Maintain orderly financial records and prepare expenditure reports

Skills

Organizational skills

Communication

Customer service

Attention to detail

Analytical thinking

Time management

Microsoft Office

Vendor coordination

Education

Associate degree in business administration

Associate degree in Accounting

Bachelor's degree preferred

Tools

MaccaBUY

Banner

Jaggaer

Job description

Procurement and Expenditure Assistant

Job No: 499051

Work Type: Staff Full-time

Department: School of Dentistry

Location: Dental School Campus, 1293 Broadway NY, NY 1000

Categories: Accounting/Finance, Administrative Support, Procurement

Position Summary

Yeshiva University announces its new College of Dental Medicine and is hiring a new faculty and staff to support the school. The curriculum integrates Digital Dentistry techniques taught by today's dental thought leaders and master clinicians. The school provides a unique 36‑month dental education program through an innovative ‘Block’ style curriculum which ensures in‑depth learning and understanding. Please join this new and innovative proposed DDS program.

The Procurement and Expenditure Assistant provides comprehensive procurement and financial transaction support for the College of Dental Medicine. Reporting to the Director of Clinic, this position serves as the College’s designated MaccaBUY Requisitioner/Requestor and manages the full procurement lifecycle, including purchasing, vendor onboarding, expenditure processing, Purchasing Card (P‑Card) reconciliation, payment coordination, and procurement compliance. This position serves as the primary liaison with University Procurement and Accounts Payable, ensuring purchasing activities are processed efficiently, vendors are appropriately established, and payments are completed accurately and in accordance with university policies.

The successful candidate will possess exceptional organizational, analytical, and communication skills, demonstrate outstanding attention to detail, and effectively manage multiple priorities while maintaining accuracy, confidentiality, and excellent customer service in a fast‑paced academic healthcare environment.

Position Responsibilities

Procurement & Purchasing

• Serve as the College's designated Requisitioner/Requestor by preparing, reviewing, and submitting purchase requisitions in accordance with University procurement policies and procedures.
• Receive, review, and process purchasing requests, ensuring all required documentation, funding information, and approvals are complete prior to submission.
• Manage all purchasing transactions through MaccaBUY, including supplier selection, purchase requisitions, procurement documentation, approval routing, and transaction tracking through payment.
• Prepare and process purchase orders, payment requests, reimbursement requests, and other procurement transactions through University financial systems.
• Obtain vendor quotes and supporting documentation for purchasing requests as required.
• Coordinate emergency and time‑sensitive purchases while ensuring compliance with University procurement requirements.

Vendor Management

• Create new vendors in MaccaBUY and coordinate the vendor onboarding process in accordance with University procurement policies.
• Ensure all required vendor documentation is complete, accurate, and submitted for timely approval.
• Serve as the primary liaison between vendors and University Procurement to facilitate vendor setup and resolve onboarding issues.
• Maintain accurate vendor records and update vendor information within University procurement systems.

Accounts Payable & Payment Processing

• Serve as the primary departmental liaison with University Accounts Payable to facilitate the timely review, approval, and payment of invoices, reimbursement requests, and other procurement‑related transactions.
• Monitor and manage procurement transactions throughout the purchasing lifecycle, coordinating with University Procurement and Accounts Payable to ensure requisitions, purchase orders, invoices, and payments are processed and approved in a timely manner.
• Track outstanding purchase orders, invoices, pending payments, and vendor fulfillment, following up with vendors, Procurement, and Accounts Payable to resolve outstanding items and prevent processing delays.
• Research and resolve issues related to purchase orders, invoices, receipts, payment requests, vendor documentation, and payment discrepancies to ensure transactions are processed accurately and efficiently.
• Prepare, reconcile, and submit monthly Purchasing Card (P‑Card) expense reports, ensuring receipts, supporting documentation, account coding, and required approvals comply with University policies.

Financial Records & Compliance

• Maintain organized records of purchase orders, invoices, receipts, contracts, reimbursements, quotes, and supporting financial documentation in accordance with University record retention requirements.
• Prepare expenditure reports, purchasing logs, spreadsheets, and other financial documentation using Microsoft Excel and University systems.
• Maintain current knowledge of University procurement policies, procedures, and purchasing requirements to ensure departmental compliance.
• Ensure procurement documentation complies with University purchasing policies, financial procedures, and applicable regulatory requirements.
• Perform other procurement and expenditure‑related duties as assigned.

Experience & Educational Background

• Associate’s degree in business administration, Accounting, Finance, Office Administration, or a related field, or seven (7) to ten (10) years of progressively responsible experience in procurement, purchasing, accounts payable, finance, or administrative operations required; Bachelor's degree preferred.
• Experience in higher education, healthcare, or an academic medical environment preferred.
• Experience using enterprise procurement or financial systems, including MaccaBUY, Banner, Jaggaer, or similar ERP platforms preferred.
• Experience processing Purchasing Card (P‑Card) reconciliations, purchase requisitions, vendor onboarding, invoices, reimbursements, and payment requests is preferred.

Skills & Competencies

• Excellent organizational, project coordination, and time management skills with the ability to manage multiple priorities and deadlines simultaneously.
• Excellent interpersonal, written, and verbal communication skills.
• Strong customer service skills with the ability to build productive working relationships with vendors and University departments.
• Strong attention to detail and commitment to accuracy.
• Strong analytical, problem‑solving, and organizational skills.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Experience working with procurement, purchasing, accounts payable, vendor management, and financial management systems.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to interpret and apply University procurement policies and financial procedures.
• Ability to work independently while contributing effectively within a collaborative, team‑oriented environment.

Salary Range

$70,000 - $75,000

Equal Employment Opportunity

Yeshiva University is an equal opportunity employer committed to providing employment opportunities to all employees and candidates without regard to race, color, age, sex, national origin, disability status, or any other characteristic protected by federal, state or local laws.