Position Summary

Located 45 minutes from the Nation’s Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) is a two-time Aspen Award-winning institution (top 15% of Community Colleges) with academic programs in over 100 disciplines. CSM is among America’s top 100 producers of Minority Associate Degrees in twenty categories, according to Diverse Issues in Higher Education. CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.

The Procurement Coordinator provides technical, administrative, and customer-focused support for the College’s procurement operations. Working under established procedures and the direction of the Executive Director of Procurement, this role serves as a central point of coordination for purchasing, contracts, vendor management, P-Card administration, and related compliance activities. The coordinator supports internal stakeholders and vendors in navigating procurement requirements and serves as a Cost Center Manager Alias for the Procurement Department.

The hiring salary for this position will be from the min to mid-point of the salary range advertised. This position is open until filled.

Specific Duties and Responsibilities

45% Procurement Operations

• Serve as the Cost Center Manager Alias for the Procurement Department, including budget preparation and submission, processing budget transfers, and reviewing and approving expenditures.
• Review, prioritize, and process purchase requisitions and contract requests to ensure accuracy, completeness, proper approvals, compliant terms, clear scopes of work, and required supporting documentation in accordance with college procurement policies and procedures.
• Coordinate approvals and prepare and issue purchase orders and blanket purchase orders, as needed.
• Maintain, add, and update vendor records in the financial software system, including entering and modifying vendor master data and filing required supporting documentation.
• Process and distribute incoming and outgoing procurement-related mail and materials.
• Coordinate the procurement of supplies, materials, and contracted services in compliance with College procurement regulations.
• Serve as a primary liaison between vendors and internal departments to resolve procurement-related issues.
• Maintain and order office supplies for the Procurement Department to support daily operations.
• Develop and run routine and ad-hoc reports and queries from financial and procurement systems, as requested.
• Maintain and dispose of procurement records in accordance with institutional and record-retention policies.

25% P-Card Administration

• Support the administration of the College’s purchasing card (P-Card) program, including processing card requests and changes, distributing cards, and assisting with onboarding and offboarding activities.
• Provide guidance to cardholders and approving managers regarding P-Card policies, procedures, and allowable purchases.
• Monitor P-Card transactions processing for timeliness and issue reminders, as needed.
• Troubleshoot P-Card system or transaction issues and coordinate resolution with internal stakeholders or the card issuer, as needed.

15% Contract Administration and Formal Solicitation/Capital Projects

• Assign contract numbers and manage contract documentation, routing, and approvals through the College’s contract management system.
• Maintain formal solicitation files, including documentation for State-funded Capital Projects, such as correspondence and change orders.
• Post formal solicitations, including State-funded Capital Projects, to the State of Maryland Electronic Bid Board and other applicable portals.
• Organize solicitation materials, log and tabulate submissions, and conduct initial reviews for completeness and compliance.

15% Training, Support, and Customer Service

• Support and participate in procurement-related training initiatives, including assisting with training sessions and events for campus staff.
• Provide training, guidance, and technical assistance to Cost Center Managers and Aliases on the financial system, P-Card system, and related procurement tools.
• Respond to procurement-related inquiries and provide timely, customer-focused support to internal stakeholders.

Additional Duties

• Performs other related duties as assigned.

Minimum Education and Training

Required Education and Experience:

• Associate’s degree in business, finance, administration, or a related field, and at least one year of public purchasing or related experience; or an equivalent combination of education, training, and experience.
• Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook.

Preferred Education and Experience:

• One year of experience in purchasing or procurement functions.
• One year of experience in higher education or a related institutional environment.
• One year of experience working with an integrated enterprise resource planning (ERP) system, preferably Colleague.

Licenses, Certifications, or Additional Requirements:

• Financial disclosure may be required for this position.

Minimum Qualifications and Standards Required

Knowledge, Skills, and Abilities:

• Demonstrated ability to organize and manage multiple tasks and projects, analyze information, and develop effective solutions in a fast-paced environment.
• Strong verbal and written communication skills, with the ability to present information clearly, facilitate meetings and training sessions, and deliver effective presentations to diverse audiences.
• Proven interpersonal skills with the ability to work collaboratively, build positive working relationships, and maintain professionalism with colleagues, vendors, and internal stakeholders.
• Ability to adapt to changing priorities, manage competing deadlines, and maintain accuracy and attention to detail.
• Customer service and public relations skills, with an emphasis on responsiveness, professionalism, and problem resolution.
• Experience with online data processing, including entering, maintaining, and retrieving information from computerized systems.

PHYSICAL DEMANDS
The work is mostly sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly.

WORK ENVIRONMENT
Work is performed in a relatively safe, and secure work environment.

General Employment Information

The College of Southern Maryland is an Equal Opportunity Employer.

Background Checks

The College of Southern Maryland conducts background checks in order to ensure the safety and well-being of the College's staff and students. The final candidate for this position will be subject to the following background checks: Criminal History Check and Sex Offender Registry Check.

Conflict of Interest policy

No College of Southern Maryland employee shall engage in or have a financial interest, directly or indirectly, in any activity that conflicts or raises a reasonable question of conflict with his or her duties and responsibilities. CSM Employees shall not at any time engage in any outside employment or independent consulting that would adversely affect their employment status or performance as employees at the college, create a conflict of interest, or, with the exception of constitutionally protected activities, would compromise or embarrass the college, or adversely affect professional standing. Any full-time college employee who also holds a full-time position or its equivalent in consulting elsewhere (whether permanent or seasonal) will be deemed to have a conflict of interest and will be asked to resign from one of the full-time positions. Full-time employees must promptly disclose in writing, on a form available from the Human Resources Office, to the college all other full-time employment or its equivalent in independent consulting.

Employment Frequently Asked Questions

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Located 45 minutes from the Nation’s Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) is a two-time Aspen Award-winning institution (top 15% of Community Colleges) with academic programs in over 100 disciplines. CSM is among America’s top 100 producers of Minority Associate Degrees in twenty categories, according to Diverse Issues in Higher Education. CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs. The Procurement Coordinator provides technical, administrative, and customer-focused support for the College’s procurement operations. Working under established procedures and the direction of the Executive Director of Procurement, this role serves as a central point of coordination for purchasing, contracts, vendor management, P-Card administration, and related compliance activities. The coordinator supports internal stakeholders and vendors in navigating procurement requirements and serves as a Cost Center Manager Alias for the Procurement Department. The hiring salary for this position will be from the min to mid-point of the salary range advertised. This position is open until filled. Specific Duties and Responsibilities 45% Procurement Operations. Serve as the Cost Center Manager Alias for the Procurement Department, including budget preparation and submission, processing budget transfers, and reviewing and approving expenditures. Review, prioritize, and process purchase requisitions and contract requests to ensure accuracy, completeness, proper approvals, compliant terms, clear scopes of work, and required supporting documentation in accordance with college procurement policies and procedures. Coordinate approvals and prepare and issue purchase orders and blanket purchase orders, as needed. Maintain, add, and update vendor records in the financial software system, including entering and modifying vendor master data and filing required supporting documentation. Process and distribute incoming and outgoing procurement-related mail and materials. Coordinate the procurement of supplies, materials, and contracted services in compliance with College procurement regulations. Serve as a primary liaison between vendors and internal departments to resolve procurement-related issues. Maintain and order office supplies for the Procurement Department to support daily operations. Develop and run routine and ad-hoc reports and queries from financial and procurement systems, as requested. Maintain and dispose of procurement records in accordance with institutional and record-retention policies .5% P-Card Administration. Support the administration of the College’s purchasing card (P-Card) program, including processing card requests and changes, distributing cards, and assisting with onboarding and offboarding activities. Provide guidance to cardholders and approving managers regarding P-Card policies, procedures, and allowable purchases. Monitor P-Card transactions processing for timeliness and issue reminders, as needed. Troubleshoot P-Card system or transaction issues and coordinate resolution with internal stakeholders or the card issuer, as needed .5% Contract Administration and Formal Solicitation/ Capital Projects. Assign contract numbers and manage contract documentation, routing, and approvals through the College’s contract management system. Maintain formal solicitation files, including documentation for State-funded Capital Projects, such as correspondence and change orders. Post formal solicitations, including State-funded Capital Projects, to the State of Maryland Electronic Bid Board and other applicable portals. Organize solicitation materials, log and tabulate submissions, and conduct initial reviews for completeness and compliance .5% Training, Support, and Customer ServiceSupport and participate in procurement-related training initiatives, including assisting with training sessions and events for campus staff. Provide training, guidance, and technical assistance to Cost Center Managers and Aliases on the financial system, P-Card system, and related procurement tools. Respond to procurement-related inquiries and provide timely, customer-focused support to internal stakeholders. Additional Duties. Performs other related duties as assigned. Minimum Education and Training Required Education and Experience:Associate’s degree in business, finance, administration, or a related field, and at least one year of public purchasing or related experience; or an equivalent combination of education, training, and experience. Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook. Preferred Education and Experience:One year of experience in purchasing or procurement functions. One year of experience in higher education or a related institutional environment. One year of experience working with an integrated enterprise resource planning (ERP) system, preferably Colleague. Licenses, Certifications, or Additional Requirements:Financial disclosure may be required for this position. Minimum Qualifications and Standards Required Knowledge, Skills, and Abilities: Demonstrated ability to organize and manage multiple tasks and projects, analyze information, and develop effective solutions in a fast-paced environment. Strong verbal and written communication skills, with the ability to present information clearly, facilitate meetings and training sessions, and deliver effective presentations to diverse audiences. Proven interpersonal skills with the ability to work collaboratively, build positive working relationships, and maintain professionalism with colleagues, vendors, and internal stakeholders. Ability to adapt to changing priorities, manage competing deadlines, and maintain accuracy and attention to detail. Customer service and public relations skills, with an emphasis on responsiveness, professionalism, and problem resolution. Experience with online data processing, including entering, maintaining, and retrieving information from computerized systems. PHYSICAL DEMANDS - The work is mostly sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly. WORK ENVIRONMENT - Work is performed in a relatively safe, and secure work environment. General Employment Information. The College of Southern Maryland is an Equal Opportunity Employer. Background Checks. The College of Southern Maryland conducts background checks in order to ensure the safety and well-being of the College's staff and students. The final candidate for this position will be subject to the following background checks: Criminal History Check and Sex Offender Registry Check. Conflict of Interest policy. No College of Southern Maryland employee shall engage in or have a financial interest, directly or indirectly, in any activity that conflicts or raises a reasonable question of conflict with his or her duties and responsibilities. CSM Employees shall not at any time engage in any outside employment or independent consulting that would adversely affect their employment status or performance as employees at the college, create a conflict of interest, or, with the exception of constitutionally protected activities, would compromise or embarrass the college, or adversely affect professional standing. Any full-time college employee who also holds a full-time position or its equivalent in consulting elsewhere (whether permanent or seasonal) will be deemed to have a conflict of interest and will be asked to resign from one of the full-time positions. Full-time employees must promptly disclose in writing, on a form available from the Human Resources Office, to the college all other full-time employment or its equivalent in independent consulting. Employment Frequently Asked Questions. Click here to find our frequently asked questions:

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