Palm Beach Atlantic University

Procurement Specialist

Show

SUMMARY

In support of the university's mission and objectives, the Procurement Specialist serves as the administrator for the university's Purchasing Card (P-Card) program and provides operational, reporting, and compliance support for Procurement Services. This role maintains procurement-related financial and contract data, ensures compliance with institutional policies and internal controls, supports reporting and audit activities, and serves as a liaison between campus departments, external vendors, and the issuing bank. The position provides administrative and analytical support that enables strategic sourcing, spend management, and procurement decision-making across the university.

Purchasing Card Program Administration

  • Administers the full lifecycle of the university’s P-Card program, including card issuance, modifications, renewals, monthly allocations, and cancellations.
  • Maintains accurate and up-to-date program records, including cardholder accounts and assigned limits.
  • Monitors P-Card activity including reviewing receipts and supporting documentation to ensure compliance with university policies, internal controls, and audit requirements.
  • Coordinates the collection and reconciliation of general ledger (GL) account information for monthly cardholder expenses.
  • Develops and distributes reports related to cardholder activity, spending trends, compliance metrics, and program performance.
  • Supports internal and external audits by preparing reports and required documentation.
  • Serves as the primary liaison between the issuing bank and cardholders to resolve issues and ensure effective program administration.

Operational Improvement & Support

  • Assists in evaluating procurement workflows and supports implementation of process improvements designed to enhance efficiency, compliance, and service delivery.
  • Maintains and tracks procurement-related financial and operational data utilizing complex spreadsheets and reporting tools.
  • Assists in developing training materials and communications related to procurement policies and procedures in collaboration with the Procurement Director and Procurement Strategist.
  • Develops and implements standardized processes for tracking and reporting procurement-related expenditures across campus projects.
  • Tracks and compiles procurement-related expenditures for campus projects, including invoices and payments across departments.
  • Coordinates with campus partners to ensure accurate allocation and reporting of project-related costs.
  • Supports the Procurement Director in reviewing and coordinating purchasing requests to support timely and compliant approval processes.
  • Assists in administering the university’s public surplus auction process, including coordinating item listings, vendor/platform interaction, and internal communication.
  • Ensures appropriate documentation and recordkeeping related to surplus asset disposition in accordance with university policies.

Procurement & Auxiliary Operations Data Management and Reporting

  • Compiles, validates, and maintains procurement and payment data to support operational reporting, compliance monitoring, and strategic sourcing initiatives.
  • Develops, maintains, and enhances reports, dashboards, and key performance metrics to support strategic and operational decision-making.
  • Prepares recurring and ad hoc reports supporting spend management, compliance monitoring, audit requests, and procurement performance measurement.

Contract Administration and Compliance Support

  • Coordinates contract execution workflows, including routing agreements for review, approval, signature, and record retention.
  • Enters, updates, and maintains contract records within the university’s contract management system.
  • Monitors contract terms and expiration dates; proactively notifies departments of upcoming renewals and required actions.
  • Supports compliance with institutional policies and regulatory requirements related to vendor agreements, including Certificates of Insurance.
  • Maintains contract documentation and records to support procurement operations, audits, and reporting requirements.