Procurement Operations Coordinator

Opt For Healthy Living; Pomona (CA); Hybrid; USD 45,000 - 66,000; Full time

Job summary

Cal Poly Pomona is seeking a detail‑oriented administrative professional to support Procurement Services. The role handles requisitions, P2P processes, filing, and vendor coordination, ensuring accuracy and compliance across systems.

You will assist with correspondence, records management, and stakeholder inquiries, while coordinating meetings and projects for procurement leadership. The position requires strong organizational skills, independent work ability, and experience with office

Qualifications

• High School Diploma/GED or equivalent required.
• 4 years of progressively responsible office clerical or secretarial work.
• Ability to work independently, set priorities, and be accountable.
• Good judgment, discretion, and initiative for problems with creative solutions.
• Experience presenting information to faculty, staff, and the public.
• Excellent English grammar, punctuation, and spelling.
• Proficiency with office software, technology, and systems.
• Knowledge of budget policies and procedures.
• Ability to handle multiple priorities and projects.
• Financial data analysis, ratios, percentages, and simple projections.
• Drafting correspondence and standard reports.
• Interpersonal skills to handle sensitive interactions.

Responsibilities

• Enter, process, monitor, and track requisitions and procurement transactions in PeopleSoft, P2P, Smartsheet, and other systems.
• Provide administrative support for purchase orders and coordination with Buyers, Leads, and campus departments.
• Review procurement submissions for completeness and route for procurement judgment.
• Maintain audit-ready procurement records in shared repositories.
• Support P2P users and suppliers with system and process questions.
• Run queries, maintain tracking tools, and prepare routine reports for leadership.
• Serve as primary admin contact for Procurement Services by phone, email, and other channels.
• Coordinate mail, certificates of insurance, and filing in the relevant repositories.
• Maintain electronic records and provide timely communication.
• Provide coordination and support to Procurement Director, Managers, Leads, and Buyers.
• Prepare and distribute routine correspondence, documents, and reports.
• Track administrative requests and support documentation completion.
• Assist with department records, shared resources, and reference materials.
• Schedule and coordinate meetings, trainings, demonstrations, and projects.
• Prepare agendas, take notes, and track follow-up items.
• Support systems-related activities and project resources.

Skills

Procurement systems

PeopleSoft

P2P (Procure-to-Pay)

Administrative support

Vendor communication

Data analysis

Documentation

Attention to detail

Microsoft Office

Record keeping

Education

High School Diploma/GED

Tools

Smartsheet

SharePoint

Excel

Job description

Cal Poly Pomona is seeking a detail‑oriented administrative professional to support Procurement Services. The role handles requisitions, P2P processes, filing, and vendor coordination, ensuring accuracy and compliance across systems.

You will assist with correspondence, records management, and stakeholder inquiries, while coordinating meetings and projects for procurement leadership. The position requires strong organizational skills, independent work ability, and experience with office