Procurement Coordinator

Cal Poly Pomona; Pomona (CA); On-site; USD 45,000 - 46,000; Full time

Job summary

Cal Poly Pomona is seeking a Procurement Coordinator to support requisitions, P2P workflows, and supplier coordination in a busy campus environment. This role requires meticulous data entry, adherence to CSU policies, and collaboration with Buyers, Leads, and campus departments.

The successful candidate will maintain organized records, assist with routine communications, and help ensure timely processing of procurement activities while upholding internal controls and audit readiness.

Qualifications

• High School Diploma/GED or equivalent.
• 4 years of progressively responsible general office clerical or secretarial experience.
• Ability to work independently, set priorities and be accountable for work results.
• Judgment, discretion, and initiative to resolve problems creatively.
• Experience presenting information to faculty, staff, administration, customers and the public.
• Excellent English grammar, punctuation, and spelling.
• Thorough knowledge of office software packages, technology, and systems.
• Working knowledge of budget policies and procedures.
• Ability to juggle multiple priorities and projects.
• Ability to analyze problems and develop, evaluate solutions.
• Ability to perform business math and track financial data.
• Ability to draft correspondence and standard reports.
• Strong interpersonal and written communication with coworkers, vendors, and campus community.

Responsibilities

• Enter, process, monitor, and track requisitions and procurement transactions in PeopleSoft and P2P systems.
• Provide administrative support for purchase order processing and documentation.
• Review submissions for completeness and route matters to appropriate buyers or leads.
• Maintain audit-ready procurement records in shared repositories.
• Assist P2P users and suppliers with system inquiries and document questions.
• Run queries, maintain tracking tools, and prepare routine reports for leadership.

Skills

Interpersonal communication

Oral and written communication

Ability to work independently

Prioritization and accountability

Attention to detail

Problem solving

Time management

Education

High School Diploma/GED

Tools

PeopleSoft

CSU Procure-to-Pay (P2P)

Smartsheet

Office software/systems

Job description

Procurement Coordinator

Job No: 561449

Work Type: Staff

Location: Pomona

Categories: Unit 7 - CSUEU - Clerical and AdministrativeSupport Services, Administrative, Temporary, Full Time, On-site(work in-person at business location)

Type of Appointment: Full Time, Long-TermTemporary

Job Classification: Administrative SupportCoordinator I

Anticipated Hiring Range: $4,047 - $4,128 permonth

Work Schedule: Monday-Friday, 8am-5pm

THE DEPARTMENT

The primary function of the Procurement Services Department is topurchase goods and services through collaborative approaches, byleveraging spend and managing suppliers to optimize costs, improvesupplier performance, and lowering risk for Universityrequirements. This includes ensuring that the University complieswith all contract rules and laws, as established by the government,including State of California and the Chancellor's Office.

DUTIES AND RESPONSIBILITIES

• Enter, process, monitor, and track requisitions and relatedprocurement transactions in PeopleSoft, CSU Procure-to-Pay (P2P),Smartsheet, and other applicable procurement systems.
• Provide administrative support for purchase order processing,including tracking transaction status, maintaining supportingdocumentation, and coordinating routine follow-up with Buyers,Leads, campus departments, and vendors.
• Review procurement submissions and supporting documents foradministrative completeness, identify missing information ordocumentation, and route matters requiring procurement judgment orsubject-matter review to the appropriate Buyer, Lead, Manager,Accounts Payable, or other responsible area.
• Maintain organized, accurate, and audit-ready procurementrecords in established shared repositories, including requisitions,purchase orders, insurance documentation, correspondence, andrelated transaction records.
• Support P2P users and suppliers with routine system, process,transaction-status, and documentation questions, including routingor escalating issues outside the coordinator's area ofresponsibility.
• Run queries, maintain tracking tools, and prepare routineoperational reports and status information for Procurementleadership, Leads, and Buyers.

Office & Customer Service Support

• Serve as a primary administrative point of contact forProcurement Services and respond to routine campus and vendorinquiries by phone, email, and other established communicationchannels.
• Research routine procurement-related questions and provideestablished procedural information, referring matters requiringBuyer, Lead, Manager, Accounts Payable, or other subject-matterownership as appropriate.
• Receive, review, distribute, and follow up on incomingProcurement Services mail and documentation to ensure itemsrequiring filing, tracking, or action are appropriatelycompleted.
• Receive and file Certificates of Insurance and other insurancedocumentation in the established Procurement SharePoint repositoryusing applicable filing and naming conventions.
• Maintain organized electronic records and shared files sosupporting documentation can be readily located by authorizedstaff.
• Provide customer service and administrative follow-through onProcurement inquiries while maintaining professional and timelycommunication.

Administrative & Leadership Support

• Provide administrative coordination and operational support tothe Procurement Director, Manager, Leads, and Buyers.
• Prepare and distribute routine correspondence, documents,reports, and other administrative materials.
• Track administrative requests, assignments, and supportingdocumentation through completion.
• Assist with maintaining department records, shared resources,procedures, and reference materials.

Meeting & Project Coordination

• Schedule and coordinate meetings for procurement leadership andteams.
• Schedule and coordinate Procurement meetings, trainings,demonstrations, and project activities.
• Prepare agendas and supporting materials, take meeting noteswhen requested, and track follow-up items.
• Support administrative activities associated with Procurementsystems, P2P implementation, user resources, and departmentprojects.
• Assist with maintaining and distributing coordinator-levelprocess guides, training materials, and procedural resources.
• Facilitate virtual meetings and training sessions using Zoom,Microsoft Teams, or similar platforms.

QUALIFICATIONS

• High School Diploma/GED - or equivalent
• 4 years of progressively responsible experience in generaloffice clerical or secretarial work.
• Experience in working independently, ability to set prioritiesand be accountable for work results
• Ability to apply judgment, discretion, and initiative todifficult problems with creative solutions.
• Experience presenting information and responding to questionsfrom faculty, staff, administration, customers and the generalpublic.
• Thorough mastery of English grammar, punctuation, andspelling
• Thorough knowledge of office software packages, technology, andsystems
• Working knowledge of budget policies and procedures
• Ability to independently handle multiple work unit prioritiesand projects
• Ability to analyze operational and procedural problems anddevelop, recommend, and evaluate proposed solutions.
• Ability to perform business math, such as calculate ratios andpercentages, track financial data, and make simpleprojections.
• Ability to draft and compose correspondence and standardreports
• Ability to effectively handle a broader range of interpersonalinteractions, including those at a higher level and those sensitivein nature.
• Familiarity with an integrated financial system
• Ability to utilize databases for storing, retrieving, andtracking documentation and projects
• Ability to read and understand the campus, CSU, and statepolicies
• Ability to interpret the financial system information forend-users
• Ability to work effectively in a fast paced, high volumeenvironment with constant interruptions and changing prioritieswhile still meeting deadlines.
• Must have excellent interpersonal, oral and writtencommunications skills and ability to maintain working relationshipswith co-workers, vendors, and other members of the campuscommunity.

PREFERRED QUALIFICATIONS

• Experience in higher education or public sectorprocurement.
• Experience supporting multiple managers or executives.
• Knowledge of college/university operations andinfrastructure.
• Experience with Procure-to-Pay system implementation orsupport.
• Experience with PeopleSoft in a higher educationenvironment.

Out of State Work

The California State University (CSU) system is a network oftwenty-three public universities providing access to a qualityeducation through the support of California taxpayers. Part ofCSU's mission is to prepare educated, responsible individuals tocontribute to California's schools, economy, culture, and future.As an agency of the State of California, the CSU's businessoperations almost exclusively reside within California. The CSUOut-of-State Employment Policy prohibits hiring employees toperform CSU-related work outside California. For more information, go to CaliforniaState University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment tofinal job candidates, pending the satisfactory completion of abackground check (including a criminal records check). Theconditional offer of employment may be rescinded if the backgroundcheck reveals disqualifying information, and/or it is discoveredthat the candidate knowingly withheld or falsified information. Indetermining the suitability of the candidate for the position, CalPoly Pomona will give an individualized assessment to anyinformation that the applicant submits for consideration regardingthe criminal conviction history such as the nature, gravity andrecency of the conviction, the candidate's conduct, performance orrehabilitation efforts since the conviction and the nature of thejob applied for. For more information, go to CaliforniaState University Background Check Policy.

Education Code 89521 Requirements

Applicants will be required to disclose whether they have receiveda final administrative decision or final judicial decisiondetermining that they have committed sexual harassment within thelast 7 years only after a determination is made that they meet theminimum qualifications for the position, and before an offer ofemployment is extended. Applicants who reach the final stages ofthe application process must also sign a release form thatauthorizes the release of information by the applicant's currentand/or former employers to the CSU concerning any substantiatedallegations of misconduct.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 7. The CSUClassification Standards for this position are located on CSU Classification Standards website. The CSU Salary Scheduleis located on CSU Salary Schedule website. The classification salary rangefor this position according to the respective skill level is:minimum $4,047 and maximum $5,896 per month. Please refer to theanticipated hiring range for the appropriate salary rate for thisparticular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to workin the United States. In compliance with federal law, all personshired will be required to verify identity and eligibility to workin the United States and to complete the required employmenteligibility verification form upon hire. For more information, gothe I-9Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using apersonal or state vehicle must comply with the AuthorizedUniversity Driver Policy. Driving records are monitored andevaluated by the Risk Management Department. The Risk ManagementDepartment evaluates a good driving report based on the followingcriteria. The driver must: 1. Have a valid California or otherState Driver's license. 2. Have no more than 3 motor vehicleviolations or been the cause of 3 accidents in a 12-month period(or any combination of 3 thereof) 3. Not have more than 3 DMVPoints, if their license is Class C or, 4. Not have more than 5 DMVPoints, if their license is Class A, B, or C with endorsements. Formore information, go to Authorized University Driver Policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campussecurity legislation, including the Jeanne Clery Campus Safety Act,California Education Code section 67380, and the Higher EducationOpportunity Act (HEOA), Cal Poly Pomona's Annual Security Reportand Annual Fire Safety Report are available for viewing at Cal PolyPomona's Annual Security Report and Cal Poly Pomona's Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or inany other manner discriminate against employees or applicantsbecause they have inquired about, discussed, or disclosed their ownpay or the pay of another employee or applicant. For moreinformation, see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employeeswith disabilities. Applicants with questions about access orrequiring a reasonable accommodation for any part of theapplication or hiring process should contact the ADA Coordinator byemail at [e-mail]. Formore information, go to Employment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, CalPoly Pomona provides equal opportunity in employment withoutunlawful discrimination or preferential treatment based on race,sex, color, ethnicity, or national origin. Our commitment to equalopportunity means ensuring that every employee has access to theresources and support they need to thrive and succeed in auniversity environment and in their communities. Cal Poly Pomonacomplies with Title VI of the Civil Rights Act of 1964, Title IX ofthe Education Amendments of 1972, the Americans with DisabilitiesAct (ADA), Section 504 of the Rehabilitation Act, the CaliforniaEquity in Higher Education Act, California's Proposition 209 (Art.I, Section 31 of the California Constitution), other applicablestate and federal anti-discrimination laws, and CSU'sNondiscrimination Policy. We prohibit discriminatory preferentialtreatment, segregation based on race or any other protected status,and all forms of discrimination, harassment, and retaliation in alluniversity programs, policies, and practices.

As a federal contractor, Cal Poly Pomona complies with the VietnamEra Veterans' Readjustment Assistance Act (VEVRAA) and requestspriority referral of protected veterans for our job openings.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.