Procurement Coordinator

Position Number: 999482

Unit/Department: Finance

Salary: Commensurate with qualifications and experience

Department Summary:

The Finance division consists of the finance and accounting administrative functions of the University and includes the offices of Accounting, Treasury and Endowment Management, Budgeting, Student Accounts, Payroll, and the Student Financial Aid Office. The Procurement Coordinator reports to the Associate Controller. The primary function the Procurement Coordinator is to review and process requests vendor invoices and employee reimbursements.

Job Summary:

This position provides essential accounts payable and vendor management support to ensure the timely and accurate processing of Drake’s financial transactions. The role is primarily responsible for reviewing and processing vendor invoices and employee reimbursement requests, verifying supporting documentation, ensuring compliance with Drake’s policies and procedures, and entering payment information into Banner for processing. The position also maintains vendor records by collecting and validating required compliance documentation, such as IRS Forms W-9 and W-8, and updating vendor information within the University's financial systems.

In addition, the position supports key accounting and financial operations, including preparing month-end journal feeds for departmental expense allocations, administering the University's commercial card program, reconciling assigned accounts, and preparing related journal entries and supporting documentation.

Minimum Qualifications:

• A high school diploma is required

• Strong organizational skills with a keen eye for accuracy and data integrity

• Ability to work collaboratively with others

Preferred Qualifications:

• A bachelor’s degree or an associate degree is preferred

• Prior experience in accounts payable and accounting

• Experience with Workday

• Experience within higher education

Job Duties:

• 50% - Review and process payment requests for vendor invoices and employee reimbursements. Review payment request for accuracy and verify existence of appropriate supporting documentation. Ensure requests comply with University policies and procedures. Complete data entry to banner for processing of payment. - (Essential)
• 15% - Maintain and update vendor files. Coordinate collection of new or updated vendor information from departments or vendors. Ensure required vendor compliance forms (IRS Form W-9, IRS Form W-8, etc) are adequately completed. Enter vendor information into the system of record. - (Essential)
• 10% - Create Month end journal feeds for departmental expense allocations. - (Essential)
• 10% - Administer the University’s commercial card program including maintenance of user accounts, program reporting, and retention of program documentation. Prepare monthly journal entry by collecting necessary data, analyzing, and preparing appropriate documentation to support the journal entries. Reconcile assigned account balances and verify propriety of postings and classifications. Research and correct account discrepancies as needed. - (Essential)
• 5% - Serve as liaison between campus constituencies and the accounting department for daily, routine correspondence including update and maintaining activity codes, as necessary. Monitor 3 emails (Accounting, Pcard & Procurement) - (Essential)
• 5% - Coordinate check distribution to vendors and departments. Maintain issued check logs. - (Essential)
• 5% - Distribute invoices received to appropriate departments for processing of payment. Correspond with vendors and University departments regarding invoice discrepancies. - (Essential)

Special Instructions to Applicants:

For consideration, you must apply online. Please include a resume and cover letter.

Review of Applications Begins:

A review of applications will begin immediately. This position will remain open until filled.

Salary and Benefits:

At Drake, we are proud to offer our employees, their spouses, and eligible dependents a comprehensive benefits package, which includes a wide range of core benefits, perks, and discounts.