Purchasing Operations Coordinator

Moraine Valley Community College; Palos Hills (IL); On-site; USD 55,000 - 68,000; Full time

Benefits offered by this job

Health, Dental, Vision

Life insurance

Disability insurance

Tuition reimbursement

Tuition waiver

SURS Retirement plan

Vacation Days

Holidays

Sick Leave

Personal days

Bereavement days

Tax-sheltered annuity plans

Job summary

Moraine Valley Community College is seeking a Purchasing Operations Coordinator at the Main Campus. The role handles travel authorizations, purchasing workflows, vendor communications, and reporting to support Accounts Payable and internal controls.

Builders of process improvements, the successful candidate will manage documentation, assist with purchase orders, and provide training on purchasing procedures while upholding confidentiality and accuracy in a collaborative environment.

Qualifications

• Proficiency in Microsoft Office (Word, PowerPoint, Excel) and Internet use required.
• Strong analytical and problem-solving skills.
• High attention to detail.
• Ability to handle classified and confidential material and maintain high level of confidentiality.
• Excellent communication and customer service skills.
• Must possess strong verbal, written, and organizational skills.
• Must be able to exercise judgment and initiative.
• Must be capable of handling multiple tasks.
• Must be attentive to detail.

Responsibilities

• Manage and review Travel Authorization requests, ensuring completeness, accuracy, and compliance with college procedures including registration, transportation and lodging and necessary documentation.
• Provide guidance and pre-submission quality review of employee travel reimbursement expense entries to improve accuracy and policy compliance, supporting Accounts Payable audit and processing functions.
• Develop, coordinate, and deliver training and presentations on purchasing and travel processes, procedures, and systems.
• Support vendor sourcing and communications, ensuring required documentation is collected, accurate and compliant with college standards.
• Maintain accurate and up to date records, databases and reporting systems related to purchasing, travel and vendor activities.
• Assist with creation of purchase orders as needed.
• Research and recommend sources for supplies, materials, and services, including participation in consortiums, conferences, and professional development opportunities.
• Maintain and update purchasing and travel procedural documentation, including procedures, user guides, intranet resources, ensuring accessibility and clarity for end users.
• Support credit card reconciliation and processing by validating transactions and statements to ensure accuracy and compliance prior to payment processing.
• Compile, analyze, and prepare reports, audits, correspondence, and other documentation required for institutional or state guidelines including, but not limited to; State CEI/BEP reports, Open Purchase order reports, etc.
• Support inventory and asset management activities including the coordination of the redistribution or repurposing of college assets.
• Facilitate data collection and information gathering for Freedom of Information Act (FOIA) mandates, internal and external audits, and special inquiries as directed.
• Manage sensitive and confidential documentation with discretion, accuracy, and organization.
• Support and obtain vendor quotations for products and services as directed.
• Assist the ergonomics committee in assessing work environments and provide strategic recommendations to optimize college workstations and campus facilities.
• Provide operational and administrative support to the Purchasing Department and Finance Division.
• Identify opportunities for process improvement and contribute to the development and implementation of enhanced workflows, controls, and customer service practices as it applies to the position.
• Perform other work-related duties as assigned.

Skills

Analytical skills

Attention to detail

Communication

Discretion

Organizational skills

Multitasking

Education

Bachelor's degree in business administration/related field

Tools

Microsoft Office

Job description

Job Title

Purchasing Operations Coordinator

Department

Purchasing

Work Location

Main Campus

Duties

SUMMARY

Essential duties and responsibilities. Other duties may be assigned.

1. Manage and review Travel Authorization requests, ensuring completeness, accuracy, and compliance with college procedures including registration, transportation and lodging and necessary documentation.
2. Provide guidance and pre-submission quality review of employee travel reimbursement expense entries to improve accuracy and policy compliance, supporting Accounts Payable audit and processing functions.
3. Develop, coordinate, and deliver training and presentations on purchasing and travel processes, procedures, and systems.
4. Support vendor sourcing and communications, ensuring required documentation is collected, accurate and compliant with college standards.
5. Maintain accurate and up to date records, databases and reporting systems related to purchasing, travel and vendor activities.
6. Assist with creation of purchase orders as needed.
7. Research and recommend sources for supplies, materials, and services, including participation in consortiums, conferences, and professional development opportunities.
8. Maintain and update purchasing and travel procedural documentation, including procedures, user guides, intranet resources, ensuring accessibility and clarity for end users.
9. Support credit card reconciliation and processing by validating transactions and statements to ensure accuracy and compliance prior to payment processing.
10. Compile, analyze, and prepare reports, audits, correspondence, and other documentation required for institutional or state guidelines including, but not limited to; State CEI/BEP reports, Open Purchase order reports, etc.
11. Support inventory and asset management activities including the coordination of the redistribution or repurposing of college assets.
12. Facilitate data collection and information gathering for Freedom of Information Act (FOIA) mandates, internal and external audits, and special inquiries as directed.
13. Manage sensitive and confidential documentation with discretion, accuracy, and organization.
14. Support and obtain vendor quotations for products and services as directed.
15. Assist the ergonomics committee in assessing work environments and provide strategic recommendations to optimize college workstations and campus facilities.
16. Provide operational and administrative support to the Purchasing Department and Finance Division.
17. Identify opportunities for process improvement and contribute to the development and implementation of enhanced workflows, controls, and customer service practices as it applies to the position.
18. Perform other work-related duties as assigned.

Education and Experience

Bachelor’s degree required. Bachelor’s degree in business administration/communication or business-related field.

Minimum three (3) years of responsible experience in managing projects, workflows and presentations and financial related reporting and operations.

Qualifications

• Proficiency in Microsoft Office (Word, PowerPoint, Excel) and Internet use required.
• Strong analytical and problem-solving skills.
• High attention to detail.
• Ability to handle classified and confidential material and maintain high level of confidentiality.
• Excellent communication and customer service skills.
• Must possess strong verbal, written, and organizational skills.
• Must be able to exercise judgment and initiative
• Must be capable of handling multiple tasks.
• Must be attentive to detail.

Position Status

Full Time

Hours

General Hours
Monday-Friday
8:00 a.m.-5:00 p.m.

Salary/Wage

$54,700-$68,000 (plus exceptional benefits)

Hourly/Salary

Salaried

Benefits

FT Professionals PositionMoraine Valley offers a generous benefits plan which includes paid time off, tuition discounts for eligible employees and family, medical, dental, vision, and retirement benefits in a collaborative and friendly environment. These include:

• Health, Dental, Vision
• Life insurance, Optional life
• Disability insurance
• Tuition reimbursement
• Tuition waiver
• SURS Retirement plan
• Vacation Days
• Holidays
• Sick Leave
• Personal days
• Bereavement days
• Tax-sheltered annuity plans

Visit our site to review specific benefits and eligibility criterion for this position/category at www. morainevalley.edu/hr