Procurement Coordinator

Job no: 561449
Work type: Staff
Location: Pomona
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time, On-site (work in-person at business location)

Procurement Systems & Requisition Support

• Enter, process, monitor, and track requisitions and related procurement transactions in People Soft, CSU Procure-to-Pay (P2P), Smartsheet, and other applicable procurement systems.
• Provide administrative support for purchase order processing, including tracking transaction status, maintaining supporting documentation, and coordinating routine follow-up with Buyers, Leads, campus departments, and vendors.
• Review procurement submissions and supporting documents for administrative completeness, identify missing information or documentation, and route matters requiring procurement judgment or subject-matter review to the appropriate Buyer, Lead, Manager, Accounts Payable, or other responsible area.
• Maintain organized, accurate, and audit-ready procurement records in established shared repositories, including requisitions, purchase orders, insurance documentation, correspondence, and related transaction records.
• Support P2P users and suppliers with routine system, process, transaction-status, and documentation questions, including routing or escalating issues outside the coordinator's area of responsibility.
• Run queries, maintain tracking tools, and prepare routine operational reports and status information for Procurement leadership, Leads, and Buyers.

Office & Customer Service Support

• Serve as a primary administrative point of contact for Procurement Services and respond to routine campus and vendor inquiries by phone, email, and other established communication channels.
• Research routine procurement-related questions and provide established procedural information, referring matters requiring Buyer, Lead, Manager, Accounts Payable, or other subject‑matter ownership as appropriate.
• Receive, review, distribute, and follow up on incoming Procurement Services mail and documentation to ensure items requiring filing, tracking, or action are appropriately completed.
• Receive and file Certificates of Insurance and other insurance documentation in the established Procurement SharePoint repository using applicable filing and naming conventions.
• Maintain organized electronic records and shared files so supporting documentation can be readily located by authorized staff.
• Provide customer service and administrative follow‑through on Procurement inquiries while maintaining professional and timely communication.
• Provide administrative coordination and operational support to the Procurement Director, Manager, Leads, and Buyers.
• Prepare and distribute routine correspondence, documents, reports, and other administrative materials.
• Track administrative requests, assignments, and supporting documentation through completion.
• Assist with maintaining department records, shared resources, procedures, and reference materials.

Meeting & Project Coordination

• Schedule and coordinate meetings for procurement leadership and teams.
• Schedule and coordinate Procurement meetings, trainings, demonstrations, and project activities.
• Prepare agendas and supporting materials, take meeting notes when requested, and track follow-up items.
• Support administrative activities associated with Procurement systems, P2P implementation, user resources, and department projects.
• Assist with maintaining and distributing coordinator‑level process guides, training materials, and procedural resources.
• Facilitate virtual meetings and training sessions using Zoom, Microsoft Teams, or similar platforms.

• High School Diploma/GED - or equivalent
• 4 years of progressively responsible experience in general office clerical or secretarial work.
• Experience in working independently, ability to set priorities and be accountable for work results
• Ability to apply judgment, discretion, and initiative to difficult problems with creative solutions.
• Experience presenting information and responding to questions from faculty, staff, administration, customers and the general public.
• Thorough mastery of English grammar, punctuation, and spelling
• Th…