Coordinator, Purchasing
Queen's University
Kingston, ON
About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.
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Job Summary
Reporting to the Associate Director, Finance and Administration, the incumbent is responsible for the day-to-day coordination, communication, document preparation and tracking related to Athletics and Recreation (A&R) purchases ensuring compliance with all Queen’s University and A&R purchasing policies (including the Universities Strategic Procurement policies, A&R visual identity guidelines, etc.).

The incumbent provides support to departmental staff in their purchasing decisions; identifying potential vendors, requesting competitive quotes and completing appropriate paperwork for expense approval by the appropriate supervisor.

Note: This position may require the incumbent to work evenings and weekends, according to the area of need with appropriate notification provided.
Job Description

KEY RESPONSIBILITIES:
  • Coordinate the department’s purchasing transactions; review purchase requests; identify vendors; request quotes; evaluates and make recommendations on quotes; identifies cost savings; complete purchase requisitions for approval; places purchases orders, tracks orders, verifies receipt of goods; reconcile outstanding purchase lists; resolve issues related to vendor service, product quality and/or outstanding goods referring more complicated issues to the Associate Director;
  • Maintain an annual calendar of purchases, and prompt A&R staff at appropriate times to determine if purchases are required.
  • Maintain departmental vendor list, purchasing files and contracts and ensure compliance with the University Procurement Services. Maintains strong working relationship and communication with current and potential vendors; coordinate meetings as required.
  • Ensure all purchasing procedures are followed, research best practices and make recommendations to refine and enhance systems/processes/procedures.
  • Where applicable, participate in the development of RFP documents, evaluating vendors and participating in contract negotiations. Ensure department and vendors fulfill obligations and all expectations are met.
  • Assist in tracking, maintaining and monitoring the department’s assets, inventory and equipment life cycles.
  • Respond to inquiries and requests received in person, by email, or by phone; and provide accurate information in a timely manner.
  • Maintains organized electronic and hard copy financial files for the Unit, and adheres to internal audit policies. Prepares reports and responds to inquiries.
  • Respects diversity and promotes equity and inclusion in the workplace.
  • At the request of A&R Senior Leadership Team serve on department committees and working groups.
  • Provide assistance and backup to other Finance Unit staff and other duties as assigned by Associate Director.
REQUIRED QUALIFICATIONS:
  • Three-year post-secondary education in accounting, university degree preferred.
  • 3 to 5 years’ experience in administration, finance and/or payroll.
  • Satisfactory Criminal Record Check with Vulnerable Sector Check required.
  • Knowledge of University policy and procedures, particularly Strategic Procurement.
  • Knowledge of the PeopleSoft Purchasing Modules.
  • Knowledge of the Procurement Legislation and rules in the Broader Public Sector.
  • Consideration may be given to an equivalent combination of education and experience.
SPECIAL SKILLS:
  • Excellent communication, listening and interpersonal skills.
  • Excellent computer and office skills in particular Microsoft Office, Word and Excel.
  • Sound knowledge of financial, purchasing and payroll practices are required.
  • Demonstrated ability to work under the pressure of inflexible deadlines and the demand for accuracy is essential.
  • Professionalism, commitment to high levels of confidentiality, keen attention to detail and strong client focus with the capacity to build credible work relationships.
  • Analytical, interpretive and problem-solving skills.
  • Knowledge of university procedures, policies, and regulations.
  • Ability to recognize possible compliance issues and treat matters appropriately.
  • Organizational skills with the ability to manage priority conflicts.
  • Ability to work independently and as part of a team.
  • Adaptability to respond to changing legislative, policy and/or procedures.
DECISION MAKING:
  • Make daily operational decisions and resolve problems within guidelines.
  • Determines the appropriate course of action when responding to inquiries and provides information within established guidelines.
  • Determine when problem is sufficiently complex to involve the Manager. Makes recommendations and/or provides background information to assist in decision making
  • Make recommendations for procedural changes, and help imp
Closing Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, racialized/visible minorities, Indigenous/Aboriginal Peoples, persons with disabilities and LGBTQ+ persons.
The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca .