Accounting And Procurement Coordinator

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Job Summary

The Accounting and Procurement Coordinator at the Leeds School of Business recommends and provides training and guidance to new employees regarding procurement policy and procedure within Leeds and CU Boulder.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

At Leeds, we have an unprecedented vantage point, and while we're located at the foot of the Rocky Mountains, we're not talking about the scenery. Set in the heart of Boulder, Colorado-one of the nation's most vibrant business communities-Leeds offers unparalleled access to world-changing entrepreneurs, national research institutions and award-winning faculty!

What Your Key Responsibilities Will Be

Procurement of Goods and Services

• Coordinates all procurement activities within assigned units, including the implementation of policies and procedures.

• Provide guidance and expertise to faculty, staff, and students regarding acceptable purchases based on fund type. Use professional judgment to assist the requester in determining the best fund type to use when multiple options are available.

• Provide guidance and expertise to faculty, staff, and students when the requested purchase is complex and requires additional documentation. This includes using professional judgment as to the best acquisition method and ensuring that supporting information is provided to the PSC.

• Evaluate requests for purchasing of goods and services per federal, state, university and school policies and decide on the most appropriate means of purchase.

• Act as the primary department liaison with vendors, other departments, and the PSC.

• Act as the contract administrator for any purchase contracts the department has in place, including analyzing data in relationship to the contract, and working with the vendor to align on partnership.

• Guarantee appropriate approval for contracts specifically over $5,000.

• Fiscal administrator within CU Marketplace by inputting purchase requisitions, payment vouchers, new standing purchase orders (SPO). Ensures that these transactions are per PSC policies and procedures.

• Authorizes receiving of PO's, SPO's in CU Marketplace if applicable per PSC policy and procedures.

• Liaison for SPO extensions and/or updates between the unit and PSC.

• Partner with various partners to compile the necessary documentation to guarantee payment to vendors (e.g., CU-W9, SOW, HNR, etc.).

• Analyze, investigate, and resolve problems related to receipt of goods and services by working closely with the PSC and faculty/staff.

• Ensure compliance and maintenance of purchase records per policies and procedures set up by Leeds AP for transactions processed.

Process Expense & Travel Reimbursements

• Be responsible for expense reimbursement process for assigned units, including both employees and non-employees.

• Connect with all interested parties procurement options available within the department to reduce risk to both faculty, staff, students, and the University regarding reimbursement delays, documentation inadequacies, taxation, and other related accounting issues.

• Audit reimbursements to ensure that funds are available and that the expense is allowable, allocable, and appropriate. Determine if requested reimbursements are appropriate.

• Educate the traveler on proper protocol for university-related business travel.

• Provide guidance, and enforcement, of the process of reimbursing business-related expenses purchased with personal funds (cash and personal credit card).

• Ensure the requests, itemized receipts and other documentation as required by University Policy is received to process expense reimbursements.

• Investigate issues within the reimbursement process and clarify policies, where appropriate for units.

Cash Deposits, Journal Entries & Other Duties as Assigned

• Manage all cash purchases and reimbursements made by students and faculty from the department ensuring compliance with all regulations for the storage, handling, and depositing of cash.

• Complete wire transfers: assists faculty in understanding the applicable procedures and regulations and ensures that deposits are made.

• Responsible for the preparation of cash receipts for deposit at the Bursar's Office and CU Foundation on time. This includes checks, cash, and credit card payments.

• Create journal entries for cash transfers and/or to correct past transactions to ensure maintenance of record and historical transactions.

Procurement Card Reporting

• Use professional judgment to determine if charges are appropriate per federal, state, university, school, unit, or project restrictions. If clarity is needed, responsible for raising questionable charges to ensure compliance.

• Identify and investigate problems with lost/incomplete receipts, cardholder violations and vendor disputes.

• Guide cardholders to understand how to properly use procurement card and align with PSC rules & regulations.

• Create new cardholder accounts and requests changes/closures by working closely with unit staff and director/chair.

• Be responsible for the process with cash receipts and attach to procurement card reports when personal purchases are made with university procurement card in error.

• Liaise with cardholders and guarantee timelines are met for submitting reports on time and per university timelines.

• Process management in reallocation of charges to appropriate FOPPS.

• Maintain records of purchases following policies and procedures set up by Leeds AP.

Respond to A/P Submissions via ServiceNow Ticketing System

• Ensure that all requests/emails are responded to within 24 hours of receipt or as outlined in Leeds A/P Service Level Agreement (SLA).

Ad Hoc Support to the Leeds Accounting and Procurement

• Serve as back-up for other A/P team members as necessary.

• Prioritize workload to accommodate shifting priorities daily.

• Special projects as assigned.

What You Should Know

• The standard schedule is Monday-Friday, 8:00 am-4:30 pm. Occasional evenings and 2-3 weekend days will be required throughout the year to support Leeds events. This position offers a hybrid work schedule with 3 days in the office. Wednesdays in the office are required.

What We Can Offer

• The hiring range for this position is $52,000-$56,000 annually. Relocation assistance is available for eligible candidates.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be informed. Be proactive. Be Boulder.

What We Require

• Bachelor's degree from an accredited institution and one year of technical accounting or bookkeeping experience, or equivalent combination of education and experience may substitute.

What You Will Need

• Proficient in Microsoft Office Suite.

• Demonstrated ability to learn and confidently use different accounting and procurement systems.

• Excellent customer service skills.

• Strong written and verbal communication skills.

• Precise and dedicated attention to detail.

• Strong interpersonal skills and the ability to build rapport with a wide variety of partners and personalities.

• Desire to work independently as well as in a team environment.

• Ability to handle multiple interruptions while remaining on task.

• Motivated, proactive, and self-starting.

• Strong analytical skills and judgment.

• Planning, problem solving, and organization skills with the ability to multi-task.

• Ability to learn and respond quickly to situations that arise on a day-to-day basis.

• Promote creating an inclusive environment to reflect our values and vision at Leeds.

• Ability to manage multiple projects at one time and easily highlight the most important requirements of each project, so they can be completed accurately.

What We Would Like You to Have

• Experience with accounting and purchasing systems (for example, Concur and Marketplace).
• 3+ years of experience in technical accounting or bookkeeping.

Special Instructions

To apply, please submit the following materials:

• A current resume.
• A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time.

Please apply by March 25th, 2024 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu