Purchasing Assistant

Fairmont State University; Fairmont (WV); On-site; USD 42,000 - 54,000; Full time

Job summary

Fairmont State University is seeking a Purchasing Assistant in the Procurement department to coordinate essential purchasing, vendor onboarding, and financial compliance activities. The role supports the Director and Assistant Director, assists campus departments in navigating procurement processes, and ensures adherence to federal, state, and institutional policies.

You will interact with University faculty and staff, vendors, and state agencies, requiring strong analytical skills, attention to

Qualifications

• Two to three years of progressive administrative/purchasing experience.
• Strong communication, organizational and customer service skills.
• Ability to interpret and apply procurement policies and procedures.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Working knowledge of procurement principles, compliance standards, and documentation requirements.
• Strong organization and time management with multiple priorities.

Responsibilities

• Provide guidance on purchasing procedures, procurement methods, and policy interpretation.
• Maintain tracking systems and records related to procurement workflows.
• Coordinate vendor onboarding activities and resolve discrepancies with vendors and state agencies.
• Support Director and Assistant Director with contract documentation, renewals, amendments, and terminations.
• Maintain vendor records in university and state financial systems.
• Process requisitions and issue routine purchase orders; communicate updates to departments.
• Serve as a primary contact for inquiries regarding procurement processes and status.
• Assist with training campus departments on procurement policies and best practices.
• Contribute to maintaining and updating the Procurement webpage.
• Perform other procurement-related duties as assigned.

Skills

Communication

Organization

Time management

Attention to detail

Analytical skills

Customer service

Education

Associate degree

Bachelor’s degree preferred

Tools

Microsoft Office

Job description

Posting Details

Working Title

Purchasing Assistant

Type of Position

Staff - Full Time

Department

Procurement

Appointment Length

July - June (12 mo)

Benefits Eligible?

Yes

Grant Funded Position?

No

Description of Job Duties and Responsibilities

The Purchasing Assistant supports the Director of Procurement and Assistant Director of Purchasing by coordinating essential purchasing, vendor management, and financial compliance activities. This role assists campus departments in navigating procurement processes and ensures adherence to federal, state, and institutional policies governing purchasing and vendor registration.

Work is performed under the general direction of the Assistant Director of Purchasing and within established policies, procedures, and regulatory frameworks. This position requires independent judgment, strong analytical skills, and the ability to interpret and apply complex procurement laws, rules, and guidelines.

The Purchasing Assistant interacts regularly with University faculty and staff at all levels, vendors, the West Virginia State Auditor’s Office, and the West Virginia Finance Division (wvOASIS).

Essential Duties and Responsibilities

• Provide guidance to campus departments on purchasing procedures, procurement methods, documentation requirements, and policy interpretation.
• Maintain tracking systems, logs, and records related to procurement workflows to ensure transparency, accuracy, and timely follow-up.
• Coordinate vendor onboarding activities, including collecting, reviewing, and processing required documentation; resolve discrepancies with vendors and state agencies.
• Provide administrative support to the Director and Assistant Director by compiling and maintaining contract-related documentation, monitoring key dates and deliverables, and assisting with the processing of renewals, amendments, and terminations.
• Maintain and update vendor records within University and State financial systems, ensuring accuracy and consistency.
• Process requisitions and issue routine purchase orders and service agreements; monitor status and communicate updates to departments.
• Serve as a primary point of contact for departmental inquiries regarding procurement processes, documentation requirements, and transaction status.
• Assist the Assistant Director in delivering training to campus departments on procurement policies, procedures, and best practices.
• Serve as a resource to faculty, staff, vendors, and external stakeholders regarding procurement policies and processes.
• Maintain and regularly update the Procurement webpage to ensure accuracy and relevance.
• Perform other procurement-related duties as assigned.

Minimum Required Education

Associate’s degree in business administration, accounting, finance, or a related field, or an equivalent combination of education and experience.

Required Licenses and/or Certifications

N/A

Minimum Required Qualifications

• Two to three years of progressively responsible experience in administrative, purchasing, financial, or compliance-related work.
• Strong communication, organizational, and customer service skills.
• Ability to interpret and apply institutional and state procurement policies and procedures.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).
• Working knowledge of procurement principles, compliance standards, and documentation requirements.
• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Ability to communicate clearly and professionally with a wide range of stakeholders.
• High level of attention to detail and sound judgment when reviewing financial and contractual documents.
• Ability to analyze issues, identify discrepancies, and implement appropriate solutions.

Preferred Qualifications

• Bachelor’s degree in business administration, accounting, finance, or a related field.
• Experience with financial systems such as Banner and/or wvOASIS.
• Experience in purchasing, vendor management, contract administration, or PCard processes.
• Higher Education experience.

Posting Detail Information

Requisition Number

2027023SP

Number of Vacancies

1

Anticipated Hire Date

ASAP

Job Open Date

08/27/2026

Job Close Date

09/10/2026

Open Until Filled

No