Job Requisition: JR101123 VIMS Purchasing Coordinator (Open) Job Posting Title: VIMS Purchasing Coordinator Department: CC00460 VIMS1 | DEAN | Office of Finance Job Family: Staff - Administrative & Office Support Worker Sub-Type: Regular (benefited) Job Requisition Primary Location: Virginia Institute of Marine Science Primary Job Posting Location: Watermen's Hall Job Description Summary: The mission of William & Mary’s Batten School of Coastal & Marine Sciences & Virginia Institute of Marine Science (VIMS) is to seek and broadly communicate knowledge in marine and coastal science to the Commonwealth of Virginia, the nation, and the world through research, education, and advisory service. The Batten School & VIMS make seminal advances in understanding coastal and marine systems through research and discovery, translate research findings into practical solutions to complex issues of societal importance, and provide new generations of researchers, educators, problem solvers, and managers with an education of unsurpassed quality. The Office of Finance is responsible for financial planning and analysis of the Institute’s Education and General, Indirect Cost, Private, and Local funds. The Office also ensures the Institute complies with College and State policies and procedures, while providing a broad range of high caliber and timely services to the entire VIMS community. Services include, but are not limited to, budget monitoring, procurement, human resources, and capital planning and construction. The VIMS Purchasing Coordinator provides procurement and administrative services to the VIMS campus while working under general supervision and reporting to the Administrative Services Manager. Core responsibilities include (but not limited to): •Manages procurement and administrative activities for VIMS departments as assigned. •Independently works with VIMS staff to determine the correct process for procurement and payment of goods and services for the VIMS campus. •Prepares, issues, and manages the procure-to-pay function for goods and services using buy W&M, William & Mary’s comprehensive Procure-to-Pay solution. Including, troubleshooting vendor payment issues, documenting transactions, preparing invoices, processing direct payments and submitting reimbursements using buy W&M. •Ensures business purchases using Small Purchase Charge Card (SPCC) follow policies and procedures. Reconciles monthly SPCC transactions, account allocations, uploading electronic documents for the transactions to the bank system, and signing off on the transactions. Reconciles invoices for purchase orders in buyW&M, uploading receipts and packing slips, and verifies all orders are closed and have posted for payment. •Works with vendors as needed to facilitate on-boarding in buyW&M and other payment systems. •On a monthly basis, cancels SPCC and Purchase Order encumbrances that did not liquidate. Job Description: Required Qualifications: Bachelor’s degree in accounting, finance, or related field or the equivalent combination of education, experience, and training. Demonstrated experience working with an automated accounting/financial system. Experience working with procurement processes and/or an automated procurement system. Demonstrated knowledge of financial accounting and procurement systems. Proficiency in a variety of software applications to include MSOffice (specifically Word, Excel, Outlook and PowerPoint), and web-based applications Strong attention to detail, with the ability to work quickly and accurately in a fast-paced environment with minimal supervision. Independent problem solver, with the ability to take initiative and follow-through tasks through its completion. Strong oral & written communication skills with the ability to work with effectively with staff, exercising sound judgment while exercising tact and diplomacy in all interactions. Excellent organization skills with the ability to manage multiple tasks concurrently with competing priorities. Preferred Qualifications: Basic knowledge of Generally Accepted Accounting Principles (GAAP). Familiarity with buyW&M, William & Mary’s comprehensive Procure-to-Pay solution. Working knowledge of Workday or another similar ERP based financial module system. Experience in Finance and administration in a higher education setting strongly preferred. Experience using buyW&M and Workday is a plus. Conditions of Employment: This a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act (FLSA), and university policy. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor. Salary: up to $53,000.00 commensurate with experience Additional Job Description: Job Profile: JP0091 - Administrative & Office Specialist III - Nonexempt - Salary - S06 Qualifications: Compensation Grade: S06 Recruiting Start Date: 2025-11-17 Review Date: Position Restrictions: EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check. Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility. William & Mary and the Virginia Institute of Marine Science (VIMS) are vibrant, innovative and engaged communities and we are delighted about your interest in a career with us.