Purchasing Assistant

Binghamton University; City of Binghamton (NY); On-site; USD 59,000 - 72,000; Full time

Job summary

Binghamton University seeks a Budget Title: Senior Staff Assistant to support procurement operations in a full-time role. The position focuses on reviewing high-value purchase orders, ensuring documentation, and coordinating with departments to meet NYS requirements.

The role requires a Bachelor's degree, strong Microsoft Office skills, and excellent communication. Candidates should be organized, able to prioritize work, and work well independently.

Qualifications

• Bachelor's degree required.
• Experience using Microsoft Office.
• Strong written and verbal communication.
• Excellent organizational skills.
• Ability to prioritize workload independently.

Responsibilities

• Review all purchase orders over $2,500 and coordinate with departments on procedures.
• Ensure quotes, bids and backup documentation are submitted before approval.
• Oversee Purchase Order creation process.
• Be the point person for vendor responsibility for procurements over $100,000 and manage related vendor forms.
• Perform vendor responsibility on all sub-contractors over $100,000.
• Ensure tangible asset procurements over $10,000 are correctly entered for tagging.
• Backup for review and approval of all purchase orders under $2,500.
• Develop training materials and speak at training sessions for departments.

Skills

Microsoft Office

Communication skills

Organizational skills

Prioritization

Independent work

Education

Bachelor's degree

Business-related degree (preferred)

Job description

About Binghamton University:

Binghamton University is a premier public R1 research institution in the State University of New York (SUNY) system that unites more than 130 broadly interdisciplinary educational programs with some of the most vibrant research in the nation. Our unique character - shaped by our mission, outstanding academics, facilities, and community life - promotes extraordinary student success, research, and service; Binghamton University is where our students, faculty and staff thrive.

Working at Binghamton University is more than about having a great job - it is about having the opportunity to flourish in an exciting, engaging environment. Our faculty and staff appreciate Binghamton's collegial and inclusive culture and its commitment to excellence, education, innovation and civic engagement. Our diverse campus community contributes to our success.

Binghamton merges rigorous academics, distinguished faculty who value cutting-edge, and community-engaged research, teaching and service, exceptional staff, and ultramodern facilities to engage and challenge its 18,000+ students. Our high-achieving student body represents diverse experiences from first-generation college-goers to international students. Beyond their talent, these classmates share a desire to shape the future through technology, insight, intellectual exploration, and community service.

We are an affirmative action/equal opportunity employer, and in keeping with this commitment, we welcome all to apply, including veterans and persons with disabilities.

Job Description:

Budget Title: Senior Staff Assistant (SL-3)

Salary: $65,000

The Purchasing Assistant is a full-time professional position reporting directly to the Associate Director of Procurement. The duties of the position include but are not limited to:

• Review all purchase orders over $2,500 and work with department on proper procedures involving the procurement of items over this dollar amount.
• Review requisition, and ensure quotes, bids and other backup documentation is submitted before approval.
• Oversee Purchase Order creation process.
• Point person for vendor responsibility, this involves all procurements over $100,000. This includes follow up with the vendor for any issues found in questionnaire along with preparation of the vendor responsibility profile. It also includes follow up with the vendor in acquiring correct insurance forms for the vendor file.
• Perform vendor responsibility on all sub-contractors over $100,000 as well.
• Responsible for making sure all tangible asset procurements above $10,000 are being input correctly on requisitions before a purchase order is created. This will allow for these items to be tagged correctly by the Office of Asset Management.
• Backup for review and approval of all purchase orders under $2,500.
• Develop training materials and speak at training sessions for departments. This includes PowerPoint presentations and handouts related to proper procurement in NYS.
• Responsible for adding vendors in the statewide financial system.
• Responsible for system setup of contracts/contract changes/payments off contracts.
• Responsible for all change orders/corrections to requisitions and purchase orders.

Requirements:

• Bachelor's degree
• Experience using computer systems (Microsoft Office)
• Ability to communicate effectively, both orally and in writing, and in front of small and large groups
• Effective organizational skills
• Ability to independently prioritize workload and adapt to rapidly changing priorities
• Demonstrated ability to work independently and complete tasks in a timely manner

Preferred:

• Bachelor's degree in a business-related field
• Experience in contract management
• Experience and knowledge of NYS Purchasing Rules and Regulations

Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements.

Additionally, please note that Binghamton University is not an E-Verify employer.

Additional Information:

Offers of employment will be contingent upon successful completion of a pre-employment background check and verification of degree(s) and credentials.

Binghamton University is a tobacco-free campus.

Payroll information can be found on our website https://www.binghamton.edu/offices/human-resources/payroll/

Cover letters may be addressed "To the Search Committee".

Postings active on the website, accept applications until closure.

For information on the Dual Career Program, please visit: https://www.binghamton.edu/offices/human-resources/prospective/dual-career/index.html

Equal Opportunity/Affirmative Action Employer

The State University of New York is an Equal Opportunity/Affirmative Action Employer. It is the policy of Binghamton University to provide for and promote equal opportunity employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender identity or expression, sexual orientation, veteran or military service member status, marital status, domestic violence victim status, genetic predisposition or carrier status, or arrest and/or criminal conviction record unless based upon a bona fide occupational qualification or other exception.

As required by Title IX and its implementing regulations Binghamton University does not discriminate on the basis of sex in the educational programs and activities which it operates. This requirement extends to employment and admission. Inquiries about sex discrimination may be directed to the University Title IX Coordinator or directly to the Office of Civil Rights (OCR). Contact information for the Title IX Coordinator and OCR, as well as the University's complete Non-Discrimination Notice may be found here.

Binghamton University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact the ADA Coordinator by completing the Reasonable Accommodation Request Form.