**Procurement and Travel Coordinator** **Requisition Number:** 62221 **Location:** Boulder Colorado **Employment Type:** University Staff **Schedule:** Full Time **Posting Close Date:** 04-Mar-2025 **Date Posted:** **Job Summary** Student Affairs Business Services at CU Boulder encourages applications for a **Procurement and Travel Coordinator** ! This position is part of the team responsible for supporting key departments within Student Affairs in the procurement of items via the CU Marketplace or procurement card (P-card), and the processing of expense and travel reimbursement/reconciliation requests for employees and non-employees. Additionally, the Procurement and Travel Coordinator provides contract management, fiscal administration, and expense reporting. This position requires exceptional communication and customer service skills, and a talent for problem-solving. The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities. **Who We Are** The **Division of Student Affairs** consists of 30 departments that provide student support and services dedicated to helping students become successful, curious, competent individuals during their time at CU Boulder. The work in Student Affairs supports all factors of the student experience, no matter what department a staff member may work in. This includes where students live, eat, make friends, build professional skills and find help if they need it. Many departments provide involvement opportunities, educational resources and support services to help students find their community and build lifelong skills. Student Affairs also has shared services departments that support the work and staff of our student-facing areas, including areas like assessment, business services, financial planning, human resources, marketing communications and information technology (IT). With over 800 staff members in the Division of Student Affairs, our diverse team is uniquely positioned to personalize the student experience and advocate for students, enhancing their success inside and outside the classroom. **Student Affairs Business Services** is a shared service of the Division of Student Affairs that provides financial and operational support services, guidance and resources in the areas of procurement and travel. Team members support departments in procuring and expensing goods and services; arranging and advising group and individual travel; and substantiating all expenses. Business Services assists in interpreting and implementing state and university financial policies and procedures while serving as liaisons to CU system and campus partners. The team incorporates and aligns processes with campus and system guidelines while advocating on behalf of the unique needs and operations of the division. **What Your Key Responsibilities Will Be** _Purchasing & Procurement Administration_ + Contract management of purchase orders and agreements. + Initiate and manage purchase orders and service agreements. + Anticipate expirations and renewals, processing invoices, monitoring agreement terms and conditions, and maintain successful vendor relationships. + Process and facilitate Departmental approval of invoices for payment to outside entities by auditing and authorizing vouchers in comparison to purchase orders for accuracy and compliance with purchasing terms and conditions, and Federal, State, and University rules and regulations. + Audit and process payment documents and ensures accuracy of charges. + Provide interpretation of financial and procurement policies and rules to key Student Affairs departments. Apply strong knowledge and understanding of university and campus policies and procedures to purchasing and procurement activities (Advance payment, After-the-Fact, Gift Cards, Official Functions, Recognition, Sensitive Expenses, W-9 & Vendor Authorization, etc.). + Receive and process requests via the CU Marketplace, request systems, and e-mail for goods and services purchased. Obtain all necessary and accurate paperwork to ensure efficient and effective purchasing (e.g. sole source justification, bid, waiver, Scope of Work, warrant adjustments, payment authorizations and vouchers, etc.). + Evaluate requests per federal, state, university & division policies; determine the most appropriate method of procurement (procurement card, PO/SPO, voucher, etc.). + Identify, investigate and resolve issues associated with purchasing: lost/incomplete documentation, procurement violations, receiving and returns, encumbrances, change orders, vendor disputes, etc. + Investigate and resolve issues related to receipt of goods and services by working with the Procurement Service Center (PSC), department staff, and vendors. Maintain records of purchases in accordance with established policies and procedures. + Build effective relationships with key partners to gain alignment of sourcing and process improvement strategies and plans. + Research and review complicated procurement options to improve methods, purchasing strategies, and time utilization, resulting in efficiencies for the Division. + Support all aspects of Requests for Information, Requests for Proposals, and Invitations for Bid and lead efforts with the PSC to ensure successful procurement. + Lead the development of and adherence to procurement timelines. Anticipate procurement needs for key Divisional departments and advise them on timelines for procurement actions to meet goals. + Continuously establish and maintain cooperative and efficient relationships with department staff, other campus departments, system offices, and vendors using diplomacy, tact and problem solving skills. _Procurement Card Program Administration_ + Support appropriate purchasing card use by reviewing departmental purchases and expenditure requests to ensure that they adhere to all relevant division, campus and university policy and procedural requirements.. Determine when to call out questionable charges to higher-level decision makers. + Compile, validate and review receipts from cardholders, create expense reports, and appropriately allocate and code charges according to defined standards. + Provide guidance and training to procurement card cardholders on appropriate use, related procedures and compliance with the procurement card program. + Request the set-up of new cardholder accounts and requests, submits modifications, partners with departments on keeping cardholder records accurate in accounting for new and departed staff. + Prepare and process cash receipts for reimbursement to the University owed by employees for personal expenditures. _Travel & Reimbursement Management_ + Provide interpretation of travel policies and rules to key Student Affairs departments. Apply strong knowledge of university and campus policies and procedures to travel and reimbursement activities (Alcoholic Beverages, Cash Advances, Official Functions, Recognition, Sensitive Expenses, travel). + Assist staff in the office and in key Student Affairs departments with travel arrangements. Assist departments with proper protocol and processes for business travel. + Compile, validate and review receipts turned in for reimbursement and process travel reimbursements/expense reports for key Student Affairs departments. + Evaluate charges for appropriateness and reasonableness. Determines when to raise questionable charges to higher-level decision makers. + Provide guidance and training to travel card cardholders on appropriate use, related procedures and compliance with the travel card program. _Fiscal Administration_ + Apply strong knowledge and understanding of fund accounting and policies and practices associated with campus financial operations to procurement activities (e.g. cash control, gift fund management, accruals). + Evaluate departmental needs and accounting practices with particular attention to expense reporting. + Identify issues and problems, conduct research, confer with appropriate parties (CCO, PSC, etc.) and create and implement solutions based on identified needs. + Partner with Student Affairs Financial Planning & Reporting to discuss current or planned purchases, encumbrances, and cost allocations. + Ensure appropriate financial approvals have been received for all procurement actions. + Ensure compliance will all Federal, State, University, and division policies and procedures. + Monitor payment processes and investigate when a payment is not made in a timely manner or a check is lost. + Work with staff in key Student Affairs departments to obtain information, investigate/resolve issues, and advise individuals on procurement matters using excellent customer service. _Other Responsibilities_ + Train in a variety of business duties for serving as a back-up during the absence of other staff to ensure smooth business operations during this time. + Assist and participate in special projects as requested. **What You Should Know** This is a hybrid position with the potential to be mostly remote. Some events and assignments will require this role to work in-person on the CU Boulder campus. **What We Can Offer** The salary for this position is $52,000 annually. Our outstanding benefits include: + Paid days off: 22 vacation days, 15 sick leave days and 11 holidays per year. + Access to medical, vision, dental and life insurance. + Tuition reimbursement. + A 10% employer contribution retirement plan. + EcoPass for free RTD rides. + Opportunity for career growth within the division of student affairs and the CU Boulder campus! **Benefits** The University of Colorado offers excellent benefits (https://www.colorado.edu/jobs/benefits) , including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder (https://www.colorado.edu/about) . **Be Statements** Be curious. Be innovative. Be Boulder. **What We Require** Three years of procurement, contract, accounting related experience. An equivalent combination of education and experience may qualify as well. **What You Will Need** + Proficiency in Microsoft Office Suite (e.g., Word, Excel, PowerPoint). + Excellent communication skills and an ability to clearly communicate verbal and in writing. + Ability to develop policies and procedures. + Experience collaborating with a team. + Strong attention to detail and problem-solving skills. + Ability to learn and respond quickly to situations that arise on a day-to-day basis. + Familiarity with information systems such as MarketPlace and Concur. + An understanding of the rules and regulations that drive university processes (Fiscal Code of Ethics, procurement rules, hiring processes, etc.). + Demonstrated ability to work in a setting that demands high quality, flexibility, time management, and excellent customer service. + Ability to establish and maintain effective and trusting working relationships. **Special Instructions** To apply, please submit the following materials: 1. A current resume. 2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position. We may request references at a later time. Please apply by **March 4, 2025** for consideration. Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs (https://jobs.colorado.edu/) . In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information. **To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Procurement-and-Travel-Coordinator/62221 (https://apptrkr.com/6014175)** Copyright 2024 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency (https://www.jobelephant.com/) jeid-54e8a80d1401fd4c982879c7ce7a7100 The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.