Senior Coordinator, Procurement - Cardiology

The primary purpose of the Senior Procurement Coordinator position is to assist in the preparation of purchase requisitions for goods and services. Exercises considerable independence to successfully manage the procurement, delivery of goods and materials, and reporting needs of the Department’s administrative office and its research laboratories. Prepares and maintains controlling records of departmental expenditures, equipment maintenance, materials, and data transfers for internal and other agency use.

Ideal candidate must be able to work onsite for first 3-6 months daily and then will move to hybrid, 2 days onsite. 
 

MD Anderson offers employees:
• Paid employee medical benefits (zero premium) starting on first day for employees who work 30 or more hours per week.
• Group Dental, Vision, Life, AD&D and Disability coverage.
• Paid time off (PTO) and Extended Illness Bank (EIB) paid leave accruals.
• Paid institutional holidays, wellness leave, childcare leave, and other paid leave programs.
• Tuition Assistance Program after six months of service.
• Teachers Retirement System defined-benefit pension plan and two voluntary retirement plans.
• Employer paid life, AD&D and an illness-related reduced salary pay program.
• Extensive wellness, recognition, fitness, employee health programs and employee resource groups.
• Opportunities for professional growth through Career Development Center and Mentoring programs.
 

The ideal candidate for the Senior Procurement Coordinator role is a highly organized, detail driven professional with proven experience managing end to end procurement activities in a complex, regulated environment such as an academic, healthcare, or research institution. This individual exercises sound independent judgment while serving as the primary procurement liaison for faculty, staff, vendors, and Supply Chain Services, ensuring requisitions are accurate, deliveries are timely and reconciled, and issues are resolved efficiently. They possess a strong working knowledge of institutional, state, and departmental procurement policies and are proficient in e procurement and financial reporting systems.

Equally important, the ideal candidate demonstrates strong financial and analytical skills, with experience reconciling and monitoring multiple funding sources including E&G, grants, gifts, endowments, and private awards. They are adept at preparing monthly procurement and financial reports, researching discrepancies, maintaining compliance with internal control guidelines, and securing required documentation. Known for their professionalism, customer service mindset, and clear communication, this individual effectively educates departmental staff on procurement processes while maintaining accurate records for equipment, maintenance contracts, and capital assets in support of departmental and institutional goals.

Scope:
Impacts the procurement of goods and services by the requesting Department. Interacts with all levels of personnel in the Department of Cardiology and in other departments throughout the Institution, as well as representatives of external organizations.
Key Functions

1.     Procurement Services: (40% Effort)
Coordinates and conducts the procurement activity for the Department of Cardiology, previously recognized as a top 100 Lawson E-Procurement System user within the Institution.  As its currently supply chain representative and central buyer for the Department, incumbent works directly with its faculty and classified staff, Vendors, and Supply Chain Services. Investigates and resolves delivery issues.
·       Initiates contacts with departmental representatives, vendors, and other agencies or personnel to assure purchase requisitions are complete and accurate and to resolve problems or questions regarding basic accounting data items.  
·       Ensures delivery of equipment, goods, and materials are accurately reconciled against procurement paperwork and are received at designated receiving work site.
·       Coordinates and processes return goods requests to vendors when necessary.
·       Performs regular departmental reviews of its financial activity (check requests, purchase requisitions, travel/expense forms, and institutional IDT’s/ID’s) to ensure encumbrances are released and goods are expensed.
·       Demonstrates a thorough working knowledge of state, institutional, and departmental procurement and company center usage guidelines, which includes check requests, purchasing, and travel preparation.
·       Instructs Department staff regarding appropriate procurement coordinating procedures.

2.     Financial Reporting:  (40% Effort)
Ensures timely review and accurate departmental accounting of expenditures and encumbrances, and income tracking for all company centers assigned to the Department unit, including E&G, PRS, gifts and endowments, grants and private sector awards. 
·       Involves consistent monitoring of balances and reconciliation of monthly Status of Company Center reports.
·       Reviews invoice exceptions for approval by Department or Supply Chain Management.
·       Prepares a monthly procurement report by company center, PI, and location of all procurement activity which is to be included in Departmental monthly report.
·       Reconciles all departmental company centers according to institutional compliance and internal control guidelines.  Researches and secures missing documentation.
·       Utilizes institutional financial reporting applications.

3.     Records Management: (15% Effort)
Maintains controlling records required to ensure accuracy of procurement data entered into accounting systems. Creates appropriate filing systems and provides record maintenance.
·       Prepares and maintains account files in accordance with department, division, and institutional policy.
·       Prepares and maintains records of equipment procured and annual maintenance contracts.
·       Maintains records of monthly long distance telephone usage.
·       Organizes and maintains files for inventory control of capital assets.

MARGINAL OR PERIODIC FUNCTIONS

4.     Participates in other duties as assigned.  (5%)
 
OTHER:
Must demonstrate intermediate level ability to work with personal computer operating systems (Microsoft Office), financial software (Excel), database and graphics applications (Lawson/Access/ Hyperion). Also requires use of typewriter and computer via keyboard, and operating facsimile machine, calculator, printer, photocopy machine, etc.