Executive Administrative Assistant/Purchasing Coordinator

Department: Finance, Administration, and Business Innovation
Reports To: Vice President of Finance, Administration, and Business Innovation / Chief Financial Officer (CFO)
FLSA Status: Exempt (or Non-Exempt based on institutional classification)
Position Type: Full-Time

Position Summary

The Executive Administrative Assistant & Purchasing Coordinator provides high-level executive administrative support to the Vice President of Finance, Administration, and Business Innovation while coordinating the University's purchasing and procurement activities. This position serves as the primary administrative liaison for the Division and plays a critical role in ensuring the efficient operation of executive functions, procurement processes, contract administration, and compliance with institutional policies and applicable federal regulations, including 2 CFR Part 200 (Uniform Guidance).

The incumbent is responsible for managing executive calendars, coordinating meetings, preparing Board and committee materials, maintaining confidential records, and overseeing purchasing activities from requisition through contract award. This position also develops and administers competitive solicitations (RFPs, ITBs, RFQs, and RFIs), assists departments with procurement planning, manages vendor relationships, and ensures procurement activities comply with institutional policies and federal funding requirements.

Essential Duties and Responsibilities

Executive Administrative Support (40%)

• Provide comprehensive administrative support to the Vice President of Finance, Administration, and Business Innovation.
• Manage a complex executive calendar, scheduling meetings, appointments, conferences, and travel.
• Coordinate meetings for Finance Committee, Board of Trustees, executive leadership, and University committees.
• Prepare agendas, meeting packets, presentations, minutes, and follow-up correspondence.
• Draft, edit, and proofread executive correspondence, reports, memoranda, and presentations.
• Maintain confidential personnel, financial, legal, and procurement records.
• Screen visitors and telephone calls while exercising sound judgment and discretion.
• Coordinate travel arrangements, reimbursements, and expense reporting.
• Monitor executive action items and ensure timely follow-up.
• Coordinate special projects assigned by the Vice President.
• Assist in preparing annual budgets, operational reports, and strategic planning documents.
• Serve as liaison between the Division and campus departments, vendors, contractors, and external stakeholders.
• Coordinate division events, meetings, and workshops.
• Maintain office records, filing systems, and electronic document management.

Purchasing and Procurement Responsibilities (45%)

Purchasing Operations

• Coordinate procurement of goods, equipment, services, and professional services.
• Review purchase requests for completeness, available funding, and policy compliance.
• Prepare and process purchase orders.
• Monitor procurement transactions from initiation through payment.
• Ensure purchasing activities comply with University policies and delegated authority levels.
• Assist departments with procurement planning and purchasing strategies.
• Research vendors and obtain quotations.
• Negotiate pricing and delivery schedules when appropriate.

Federal Procurement Compliance (2 CFR Part 200)

• Ensure procurement activities comply with 2 CFR Part 200 Uniform Guidance.
• Determine appropriate procurement methods based on federal procurement thresholds.
• Maintain documentation supporting:
• Independent cost estimates
• Price analysis
• Procurement history
• Competitive procurement
• Contract administration
• Verify vendors are not suspended or debarred.
• Ensure compliance with federal conflict-of-interest requirements.
• Maintain procurement documentation for audits.
• Assist departments with grant-funded purchasing.
• Coordinate procurement activities funded through federal grants and contracts.

Vendor & Contract Administration

• Coordinate vendor onboarding.
• Maintain vendor files and procurement records.
• Collect and review:
• W-9 forms
• Certificates of Insurance
• ACH Enrollment Forms
• E-Verify Certifications
• Conflict of Interest Statements
• Debarment Certifications
• Track contract expiration dates.
• Coordinate renewals and amendments.
• Assist with contract routing and execution.

Financial & Administrative Support (10%)

• Assist with budget preparation and monitoring.
• Maintain procurement and financial reports.
• Prepare purchasing reports and spend analyses.
• Assist with annual financial and procurement audits.
• Maintain procurement metrics and performance reports.
• Support strategic sourcing initiatives.
• Assist with inventory records as assigned.

Other Duties (5%)

• Assist with emergency purchasing.
• Participate in special projects.
• Support capital construction procurement activities.
• Perform other duties assigned by the Vice President.

Required Knowledge, Skills, and Abilities

• Knowledge of executive office administration.
• Excellent organizational and time management skills.
• Ability to maintain confidentiality and exercise discretion.
• Strong customer service and interpersonal skills.
• Excellent written and verbal communication skills.
• Strong analytical and problem-solving abilities.
• Ability to manage multiple priorities simultaneously.
• Knowledge of purchasing principles and procurement best practices.
• Working knowledge of competitive procurement processes.
• Knowledge of 2 CFR Part 200 Uniform Guidance procurement standards.
• Ability to prepare and administer Requests for Proposals (RFPs), Invitations to Bid (ITBs), Requests for Qualifications (RFQs), and Requests for Information (RFIs).
• Knowledge of contract administration.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
• Experience using ERP systems such as Ellucian Colleague, Banner, Workday, Oracle, or similar financial software.

Minimum Qualifications

• Associate's degree in Business Administration, Public Administration, Finance, Supply Chain Management, Office Administration, or a related field. Bachelor's degree preferred.
• Minimum of three (3) years of progressively responsible executive administrative support experience.
• Minimum of two (2) years of purchasing or procurement experience.
• Experience supporting senior executives.
• Experience preparing formal procurement documents.
• Experience administering Requests for Proposals (RFPs) or competitive solicitations.
• Experience working with confidential financial information.

Preferred Qualifications

• Bachelor's degree in Business Administration, Finance, Public Administration, Supply Chain Management, or related field.
• Five (5) years of executive administrative and procurement experience.
• Experience in higher education or public sector procurement.
• Experience administering federal grant-funded procurements.
• Working knowledge of 2 CFR Part 200 Uniform Guidance.
• Experience with Board of Trustees administration.
• Certified Professional Public Buyer (CPPB), Certified Professional in Supply Management (CPSM), or other procurement certification.
• Experience with construction and capital project procurement.

Core Competencies

• Executive Office Administration
• Executive Calendar Management
• Board and Committee Support
• Procurement Administration
• Competitive Solicitation Development
• RFP, RFQ, ITB, and RFI Management
• Contract Administration
• Federal Procurement Compliance (2 CFR Part 200)
• Vendor Management
• Budget Coordination
• Strategic Planning Support
• Financial Reporting
• Communication
• Customer Service
• Confidentiality and Professional Judgment
• Project Management
• Organization and Attention to Detail

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Ability to occasionally lift up to 25 pounds.
• Ability to travel across campus to attend meetings and vendor site visits.

Working Conditions

Work is performed primarily in a professional office environment with frequent interaction with executive leadership, faculty, staff, vendors, contractors, auditors, and members of the Board of Trustees.