Assistant Procurement Coordinator

Howard Community College ( HCC) is an exciting place to work, learn, and grow! We are proud to have received the Great Colleges to Work For honor for 12 consecutive years, 2009-2020.

Howard Community College values diversity among its faculty, staff and student population. We are an innovative institution that is committed to responding to the ever-changing needs and interests of a diverse and dynamic community. No matter where you want to go in your career, you can get there from here!

Employee is responsible for supporting the college's procurement activities with a focus on accuracy, compliance, and timely processing. Key responsibilities include creating new vendor records in the system, particularly for the teaching program, verifying existing vendor information, and managing unsolicited vendor details. The role also involves maintaining and updating contract records, including account setup and package tracking.

Creates purchase orders by analyzing requisition information to ensure accuracy, including proper purchasing methods, required approvals, backup documentation, account structures, vendor details, and compliance with college procurement policies. Troubleshoots system issues, working with IT to resolve problems as needed.

Reviews incoming documentation to determine the appropriate steps for procurement, such as requisition creation, check request approval, payment by procurement card, or contract processing.

Creates and verifies new vendor records, including those for teaching programs, with approximately 20-25 check requests processed each semester. Adds unsolicited vendor information to the shared vendor list on the L drive and manages updates to existing vendor records in the college database. Acts as the primary contact for vendor inquiries, including tax-exempt status and credit relationship establishment.

Manages the calendars and voicemails for the Director and Assistant Director. Scans and organizes insurance certificates, saving them to a Teams folder and updating associated Excel spreadsheets.

Provides training, guidance, and functional support to end users for the Colleague purchase order system.

Oversees the Office Depot account, including cost center updates and new user setups. Manages Amazon accounts, including account creation and package tracking. Accepts bid request forms, uploads photos and documents to the L drive, and coordinates logistics between buyers and cost centers. Supports the Assistant Director in launching auctions.

Responsible for managing numerous college wide purchasing relationships, including those that require special purchasing processes or the distribution of discount cards.

Manages responses to inquiries about college purchasing processes, including solicitation procedures.

Runs receipt upload reports, approval reports, and reconciliation reports. Contacts cardholders for missing items or discrepancies and reviews receipts for accuracy and compliance. Ensure receipts are checked against purchasing policies when possible.

Prepares and issues formal solicitations, including sealed bids and proposals. Collaborates with end users to develop requirements, conducts solicitation events, evaluates proposals, and recommends contract awards. Manages contract files and ensures approved contracts are utilized when applicable.

Performs routine tasks for solicitations, including drafting correspondence, organizing files, and tracking progress of the solicitation.

Assists with the promotion of continuous improvements for the performance of the college's entire supply chain. Assists in the development of strategic sourcing solutions to achieve cost efficiency and streamline purchasing processes.

Processes budget access entries in Colleague, including updates from HR for new hires or role changes. Collaborates with accounts payable and other finance staff to resolve purchasing issues and ensure accurate documentation.

Performs tasks to sell excess college inventory on college's public, online auction system to sell excess college inventory. Includes working with the end user to receive information about the item to be sold, posting and monitoring the sale on the system, communicating with external buyer and the end user for the pickup of the item, and ensuring that all documentation, including payment, is received before the item is retrieved.

Provides training and guidance for new employees on the purchasing process, P-Card usage, and Colleague functionality. Conducts monthly purchasing training sessions for new employees.
Provides monthly Purchasing Training to all new employees responsible for making purchases for the College.

Responsible for maintaining, monitoring, and updating the contract files.

Acts as liaison between college community and vendors. Represents the college at external affiliation group meetings and other events as required.

Responsible for testing Colleague patches as they relate to the purchasing system and giving approval to IT to load patches into the live account.

Cross trains to assist supervisor in the event of an absence.

Assists in developing strategic sourcing solutions and promoting efficiency in procurement processes. Monitors for opportunities to aggregate commodities for better pricing. Ensures compliance with procurement policies and security of financial documentation.

Assists supervisor in completing special projects, year-end closeout, and other tasks.

Responsible for fulfilling all college requirements for annual staff development and diversity functions.

Ensures security and confidentiality of all accounting documents and assets in area of assignment.

Assists with special projects, year-end closeout tasks, and other duties as assigned by the supervisor. Tests and approves Colleague system patches related to purchasing. Cross-trains to support the supervisor during absences.

HCC is interested in all qualified applicants who are eligible to work in the United States. However, HCC will generally not sponsor applicants for work visas. Due to HCC policy, only employees living in states contiguous to Maryland are eligible for work at HCC and include Virginia, West Virginia, Washington DC, Pennsylvania. Candidates must live in the commutable area or willing to relocate at their own expense if offered the position because HCC does not offer relocation benefits.

Please complete the entire HCC Employment Application (Candidates will be evaluated on completing the college's application in full).

Howard Community College ( HCC) is an Equal Employment Opportunity & Affirmative Action employer & values diversity within its faculty, staff & student population. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, gender, sexual orientation, gender identity, genetic information, disability or protected veteran status.

HCC understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance with the job application process, please contact the Office of Human Resources at 443-518-1100.