Procurement Analyst - Core Administration

Position Summary

We are seeking a highly organized, detail-oriented, and enthusiastic Procurement Analyst to provide support across the department. The Procurement Analyst must be able to demonstrate flexibility in workload and work hours to meet critical deadlines. The ideal candidate will be able to adapt to a fast-paced environment with evolving responsibilities, workloads, and work schedules.

Responsibilities

• Act as the liaison to vendors and assist with vendor profile set-up, direct deposits, wire transfers, and provide vendor consultation (as needed), including insurance requirements, vendor profile set-ups, and vendor validation.
• Independently prepare sole-source justifications for approvals, draft scope of work forms, independent contract verifications, vendor questionnaires, and banking details.
• Process invoices, requisitions, and all other procurement related transactions through Columbia University’s ARC system for all sponsored projects and unrestricted accounts at the center. This includes payments of bills, cash deposits, internal transfers, and journal transfers.
• Collaborate and communicate with CUIMC departments on consultant agreements, purchase orders, and honorariums.
• Provide all procurement validations for project closeouts. This includes expenses, contracts, and subcontracts.
• Be well versed on CUIMC policies and procedures related to the procurement of goods and services.
• Maintain manual and computerized procurement records.
• Communicate with the requesting departments to ensure that all proper documentation is received, such as independent contractor agreement, W-9 forms, and check requests.
• Review bid proposals and negotiate with vendors within budgetary limitations and scope of the request form.
• Act as Concur delegate for faculty and process all reimbursements, expense reporting, and assist with booking travel, as needed and requested.
• Serve as primary Pcard Holder, transaction processor, and reconciler.
• Create a tracking system to record and reconcile all procurement related expenses, ensuring accuracy and timeliness of transactions and reports on a quarterly basis.
• Quarterly track and reconcile open commitments, including the liquidation of unnecessary purchase orders.
• Analyze and evaluate current procurement processes and propose corrective action to streamline and improve these processes.
• Prepare and submit additional compensations (ad-comp) requests for staff and faculty.
• Deliver results and set high expectations for high work quality and quantity standards.
• Work systematically to achieve project goals.
• Perform other duties and responsibilities as assigned and requested.

Minimum Qualifications

Bachelor's degree or its equivalent in education and experience, plus three years of related experience.

Must be able to adapt to competing responsibilities and prioritize based on needs.

Strong verbal, written, and interpersonal skills.

Detail-orientation and excellent organizational skills.

Ability to work independently, coordinate multiple projects with competing priorities, and meet deadlines for short-term, long-term, and ad-hoc assignments.

Must exercise good judgment, exhibit discretion, and adhere to confidentiality requirements.

Ability to work as a team player in a fast-paced environment is required.

Preferred Qualifications

Master’s degree in public health, sociology, anthropology, or related field.

2 years of relevant experience as a procurement specialist / coordinator.