Purchasing Associate, Contemplative Sciences Center (Staff Wage)

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 34,000 - 37,000; Part time

Job summary

The Contemplative Sciences Center at the University of Virginia is seeking a detail-oriented Purchasing Associate to support procurement and financial operations. This part-time role processes requisitions, issues purchase orders, and ensures compliance with university policies.

The position collaborates with CSC, university procurement, and suppliers to resolve issues, onboarding through PaymentWorks/Paymode, and supports contract administration and financial projects.

Qualifications

• High School Diploma or equivalent required.
• 3+ years of procurement, purchasing, accounts payable, or related administrative operations experience.
• Familiarity with higher education or public-sector procurement practices.
• Strong attention to detail and ability to manage high-volume financial transactions.
• Experience with Workday or another eProcurement/financial management platform.
• Ability to interpret and apply procurement and financial policies and procedures.
• Strong organizational skills and ability to prioritize and meet deadlines.

Responsibilities

• Process approved requisitions and convert to purchase orders in Workday.
• Ensure compliance with university procurement policies and regulations.
• Monitor approvals and facilitate timely requisitions and purchases.
• Communicate with suppliers about orders, payments, and delivery terms.
• Assist with supplier onboarding through PaymentWorks/Paymode and basic contract support.
• Maintain organized procurement records and audit trails.

Skills

Procurement experience

Workday

Attention to detail

Data reporting

Education

High School Diploma or equivalent

Tools

Workday

Job description

Jobs in this group are typically responsible for managing the university's business operations, including project management, financial operations, budgeting, payroll, accounting, and financial reporting. They ensure efficient use of resources, compliance with financial regulations, and provide analysis to support strategic decision-making. These roles are responsible for handling the purchases of goods and services, including managing vendor relationships and processing payments. Key responsibilities include product/service sourcing, supplier selection, pricing/terms negotiation, order processing, contract administration, and supplier performance management.

The Contemplative Sciences Center (CSC) at the University of Virginia is seeking a detail-oriented and service-focused Purchasing Associate to support the Center's financial and procurement operations. This part-time position will be responsible for managing procurement transactions from approved requisition through purchase order (PO) issuance, ensuring accuracy, timeliness, and compliance with University policies and applicable regulations.

The Purchasing Associate will work closely with CSC colleagues, university procurement and finance staff, and suppliers to facilitate purchasing activities and resolve issues throughout the procurement process. The position will also provide supplier onboarding support through PaymentWorks and Paymode and assist with basic contract administration and other financial projects.

This is a part-time position working approximately 25 hours per week.

Key Responsibilities:

Procurement & Purchase Order Processing

• Process approved purchase requisitions through the University's Workday system and convert requisitions into purchase orders.
• Review requisitions for accuracy, including spend categories, supplier information, delivery terms, and appropriate payment methods.
• Ensure purchase orders and travel and expense (T&E) purchases comply with University procurement policies and applicable regulations.
• Monitor approval workflows and facilitate timely processing of requisitions and purchases requiring CSC procurement action.
• Work with unit heads and suppliers to resolve discrepancies or obtain missing information before purchase orders are issued.
• Communicate with suppliers regarding purchase orders, invoice requirements, anticipated fulfillment dates, and pricing.
• Assist suppliers with procurement-related questions and onboarding through PaymentWorks and Paymode.
• Maintain organized documentation and audit trails to support compliance, reporting, and recordkeeping.
• Support procurement activities related to travel, lodging, catering, and other financial transactions as needed.

Contract Support

• Review supporting documentation, such as quotes and insurance certificates, to ensure completeness and consistency with purchase order or contract information.
• Assist CSC Finance with tracking contracts pending signature and maintaining appropriate records.
• Support monitoring of contract expiration dates and assist with renewal and close-out activities.

Financial & Data Support

• Maintain organized electronic records of procurement and budget-related documentation.
• Assist the CSC Finance team with financial data projects, reporting, and other special projects.
• Apply a data-focused approach to financial and administrative work, recognizing the importance of accurate data in supporting the Center's operations and decision-making.
• Develop expertise in Workday Financials and University financial policies and processes.
• Perform other duties and special projects as assigned by CSC Finance and the Chief of Staff.

Required Qualifications:

• High School Diploma or equivalent
• At least three years of experience in procurement, purchasing, accounts payable, or related administrative operations.
• Familiarity with higher education or public-sector procurement practices.
• Strong attention to detail and the ability to manage a high volume of financial transactions accurately.
• Experience with Workday or another eProcurement or financial management platform.
• Ability to interpret and apply procurement and financial policies and procedures.
• Strong organizational skills and the ability to prioritize work and meet deadlines.

Preferred Qualifications:

• Bachelor's Degree
• Strong work ethic and commitment to meeting deadlines.
• Proficiency with Microsoft Excel and confidence working with databases and reporting tools.
• Excellent customer service skills and the ability to build positive working relationships with colleagues and suppliers.
• Strong written and verbal communication skills.
• Ability to accurately complete tasks based on verbal and written instructions.
• Ability and willingness to learn new financial systems, software, and processes as the University continues to evolve its financial operations.
• Experience processing financial transactions efficiently and accurately.
• Interest in supporting the Contemplative Sciences Center's commitment to student self-governance, public service, health, and wellness

Position Compensation: $25.00-$27.00 Hourly

This is a wage position which is not eligible for leave or other benefits and is limited to 1500 hours of work in a year. For more information, refer to the Wage Employment link: http://uvapolicy.virginia.edu/policy/HRM-029

The University will perform background checks on all new hires prior to employment.

MINIMUM REQUIREMENTS:

Education: High School diploma or equivalent required.

Experience: 3+ years of relevant experience required.

Licensure: None.

PHYSICAL DEMANDS:

Job requirements: None required. Proficient communicative, auditory and visual skills; Attention to detail and ability to write legibly.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.