Purchasing Assistant

Purchasing Assistant

Company:
Fairmont State University

Job Location:
Fairmont

Category:
Business and Financial Services

Type:
Full-Time

Type of Position: Staff - Full Time

Department: Procurement

Appointment Length: July - June (12 mo)

Benefits Eligible?: Yes

Requested Part-Time Staff Hours: NA

F.T.E.: 1.00

Grant Funded Position?: No

Description of Job Duties and Responsibilities

The Purchasing Assistant supports the Director of Procurement and Assistant Director of Purchasing by coordinating essential purchasing, vendor management, and financial compliance activities. This role assists campus departments in navigating procurement processes and ensures adherence to federal, state, and institutional policies governing purchasing and vendor registration.

Work is performed under the general direction of the Assistant Director of Purchasing and within established policies, procedures, and regulatory frameworks. This position requires independent judgment, strong analytical skills, and the ability to interpret and apply complex procurement laws, rules, and guidelines.

The Purchasing Assistant interacts regularly with University faculty and staff at all levels, vendors, the West Virginia State Auditor's Office, and the West Virginia Finance Division (wvOASIS).

Essential Duties and Responsibilities:

• Provide guidance to campus departments on purchasing procedures, procurement methods, documentation requirements, and policy interpretation.
• Maintain tracking systems, logs, and records related to procurement workflows to ensure transparency, accuracy, and timely follow-up.
• Coordinate vendor onboarding activities, including collecting, reviewing, and processing required documentation; resolve discrepancies with vendors and state agencies.
• Provide administrative support to the Director and Assistant Director by compiling and maintaining contract-related documentation, monitoring key dates and deliverables, and assisting with the processing of renewals, amendments, and terminations.
• Maintain and update vendor records within University and State financial systems, ensuring accuracy and consistency.
• Process requisitions and issue routine purchase orders and service agreements; monitor status and communicate updates to departments.
• Serve as a primary point of contact for departmental inquiries regarding procurement processes, documentation requirements, and transaction status.
• Assist the Assistant Director in delivering training to campus departments on procurement policies, procedures, and best practices.
• Serve as a resource to faculty, staff, vendors, and external stakeholders regarding procurement policies and processes.
• Maintain and regularly update the Procurement webpage to ensure accuracy and relevance.
• Perform other procurement-related duties as assigned.

Minimum Required Education

Associate's degree in business administration, accounting, finance, or a related field, or an equivalent combination of education and experience.

Required Licenses and/or Certifications

N/A

Minimum Required Qualifications

• Two to three years of progressively responsible experience in administrative, purchasing, financial, or compliance-related work.
• Strong communication, organizational, and customer service skills.
• Ability to interpret and apply institutional and state procurement policies and procedures.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).
• Working knowledge of procurement principles, compliance standards, and documentation requirements.
• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Ability to communicate clearly and professionally with a wide range of stakeholders.
• High level of attention to detail and sound judgment when reviewing financial and contractual documents.
• Ability to analyze issues, identify discrepancies, and implement appropriate solutions.

Preferred Qualifications

• Bachelor's degree in business administration, accounting, finance, or a related field.
• Experience with financial systems such as Banner and/or wvOASIS.
• Experience in purchasing, vendor management, contract administration, or PCard processes.
• Higher Education experience.

Requisition Number: 2026067SP

Number of Vacancies: 1

Anticipated Hire Date: July 2026

Job Close Date: 04/09/2026

Open Until Filled: No

Quicklink for Posting: https://www.fairmontstatejobs.com/postings/10385