Purchasing Assistant

Smith College
United States, Massachusetts, Northampton
10 Elm Street (Show on map)
Jul 02, 2025
If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu. Controller's Office Job Description Job Summary The Purchasing Assistant will support the community with supplier onboarding, supplier relationships, and supplier off-boarding. Directly interface with supplier onboarding software to send invitations to prospective new suppliers and to review the resulting Workday integration for accuracy. Communicate and resolve onboarding issues that arise with the department and with the supplier. Play a key role in fraud detection and audit controls during the onboarding process. Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment. Essential Functions Be a welcoming first point of contact for new suppliers, speakers, and guests who are expected to receive payment(s) from the College and the first point of contact for members of the campus community who are requesting a supplier be onboarded. Be a super-user of the supplier onboarding software. Be the main operational interface between the Controller's Team (Procurement and Accounts Payable Office) and the supplier onboarding portal provider. Support the Accounts Payable function in resolving conflicts between submitted invoices and Workday's current supplier information. Support the Banking Team by researching returned checks and electronic payments and updating supplier records to resolve the issues. Troubleshoot and resolve issues with suppliers and guests in submitting the correct paperwork (W-9, W-8Ben, W-8Ben-E) or in accessing the supplier management portal. Operationalize key supplier audit controls and report findings. Request tax withholding determination for non-US suppliers and ensure it is accurately noted in Workday. Support the Procurement Office by assisting with follow up on delinquent expense reports and with expired certificates of insurance and other duties as assigned. Perform other duties as assigned by management. MINIMUM REQUIRED Qualifications (education, experience, certifications, licenses, knowledge, skills) High School Diploma or Equivalent 1 to 5 years relevant experience, preferably in a higher education setting Knowledge of basic business terms and basic financial literacy Skills Strong oral and written communication skills. Strong computer skills; a comfort-level and willingness to learn new software and technologies. The ability to manage detailed activities and multiple priorities is a must. Experience with diverse constituencies and dealing with confidential and sensitive matters in a professional manner. Preferred Qualifications Associate's Degree in business or other related field Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . Be sure you have provided all attachments before submitting your application. You will NOT be able to attach additional files after you have hit the Submit button. Review of applications will begin July 16, 2025 Position Type: Fixed Term About Smith College Located in Northampton, MA, Smith College is one of the largest women's colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst.Students cross-enroll and faculty cross-teach across the Five Colleges. Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu. As set forth in our mission and values, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.