Procurement Services Assistant
Job Title: Procurement Services Assistant
Classification: C4
Department: Procurement Services
Updated: February 2026
Job Summary
This position assists in managing the commodity and service contracts of assigned departments in accordance with the initiatives and goals of the Procurement Services team. This role provides quality customer service in which discretion concerning the university’s policy and procedures is required.
Essential Functions
- Evaluate incoming requisitions for compliance with university purchasing procedures and administrative policies, independent contractor guidelines, and adherence with accounts payable, payroll, and human resources policies to ensure IRS compliance and proper contractor treatment.
- Document procurement processes and maintain internal resources such as guides, flowcharts and reference materials for the Procurement Services department.
- Review supplier accounts in Workday through daily reporting and documentation review to ensure purchase orders are distributed effectively.
- Assist with training initiatives for campus users on the purchase requisition process in Workday, providing timely support and troubleshooting to enhance user proficiency.
- Provide onboarding assistance to suppliers, streamlining supplier registration and enhancing procurement system accuracy.
- Monitor and follow up on delinquent purchase orders with vendors to ensure timely resolution.
- Perform entry-level buyer duties (under direct supervision), which include reviewing and approving requisitions for assigned departments.
- Review contracts within Workday Strategic Sourcing, ensuring contract compliance and fostering strategic supplier relationships before the contract moves on in the system for approval.
- Maintain confidentiality and professionalism in handling sensitive procurement and contract information
- Other duties as assigned.
Non-Essential Functions
- Enter requisition data into the Workday e-Procurement system to generate purchase orders.
- Process purchase order change orders and close purchase orders as necessary.
- Assist in processing small dollar orders, identifying efficiencies and collaborating with departments to optimize workflows.
- Support assembly and distribution of quotations, requests for proposals, and bid documents.
- Distribute credit applications and tax-exempt information to vendors.
Required Qualification
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
- Enter requisition data into the Workday e-Procurement system to generate purchase orders.
- Process purchase order change orders and close purchase orders as necessary.
- Assist in processing small dollar orders, identifying efficiencies and collaborating with departments to optimize workflows.
- Support assembly and distribution of quotations, requests for proposals, and bid documents.
- Distribute credit applications and tax-exempt information to vendors.
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.