Purchasing Specialist/Motor Pool Coordinator - Baldwin Wallace University : Job Details

Purchasing Specialist/Motor Pool CoordinatorDepartment/Division:Purchasing Department/Finance Status:Full-time, non-exempt Typical Work Schedule:M-F,8:30 a.m. - 5:00 p.m. Position Summary The Purchasing Specialist supports the mission of Baldwin Wallace University by managing procurement processes in compliance with university policies and non-profit purchasing regulations. This role is responsible for sourcing goods and services, maintaining vendor records, processing purchase orders, and ensuring timely delivery to support academic and operational functions. Key Responsibilities The following duties are not to be considered a complete list of duties and responsibilities assigned to this position.

• Procurement Operations:
  • Review purchase requisitions and issue purchase orders in accordance with university and donor requirements.
  • Source vendors, obtain competitive quotes, and conduct cost analyses to ensure best value.
  • Maintain and update approved vendor lists and purchasing records.
  • Performs or assists with routine audits of monthly Purchasing Card statements.
• Vendor Management:
  • Assist in vendor selection, onboarding, and performance monitoring.
  • Support contract review processes, ensuring all agreements meet university standards and risk policies.
  • Maintain accurate and current vendor records in procurement systems.
• Compliance & Policy Adherence:
  • Ensure all procurement activities align with federal, state, and institutional regulations for non-profit organizations.
  • Collaborate with finance and grants management teams to ensure proper use of restricted and unrestricted funds.
  • Maintain documentation for audits and reporting.
• Systems & Reporting:
  • Utilize procurement software and ERP systems (e.g., Banner, Workday, Colleague) to track orders and budgets.
  • Prepare regular reports on purchasing activity, cost savings, and vendor performance.
• Motor Pool Coordinator:
  • Schedule, maintain and assist in managing motor pool van program.
  • Transport vehicles on a routine basis for service.
  • Assist Director of Risk Management with records concerning university-owned and leased vehicles, authorized drivers of university vehicles and insurance records.

QualificationsRequired:

• Bachelor's degree in Business Administration, Finance, Supply Chain Management, or a related field.
• Minimum 2-4 years of purchasing or procurement experience, preferably in higher education or non-profit sectors.
• Knowledge of procurement laws, best practices, and ethical standards.
• Strong negotiation, organizational, and communication skills.
• Proficiency with Microsoft Office Suite and procurement systems.
• Must possess and maintain a valid driver's license and be insurable by the university's carrier

Preferred:

• Experience with grant-funded or restricted fund purchasing.
• Certification such as CPPB, CPSM, or equivalent.
• Familiarity with ERP systems like Ellucian, Banner or Workday.

Working Conditions

• Work is normally performed in a variety of environments, the majority of which is in an office environment, however this role does require exposure to weather during travel to other sites.
• Some physical effort required.

To Apply: Review of complete applications will begin immediately and continue until the position is filled. For strongest consideration, completed applications should be submitted by July 31,2025. Please submit a resume, cover letter, and list of three professional references in one (1) Word document or one (1) PDF and submit via the To Apply link on HR's Current Job Openings web page at Baldwin Wallace University is an EEO employer and educator. At BW, we support and encourage diversity in a variety of forms. We value and appreciate inclusive excellence in the classroom, within extracurricular activities and as we engage our community partners. Learn more at Diversity Affairs -