Purchasing and Risk Specialist

Description

Summary

The Purchasing and Risk Specialist manages institutional purchasing and accounts payable activities and coordinates the College’s insurance programs. The position works with campus departments, vendors, insurance providers, and the Business Office to ensure efficient procurement and payment processes, appropriate insurance coverage, regulatory compliance, and adherence to College policies.

Essential Responsibilities

Purchasing and Procurement

• Coordinate purchasing transactions with vendors and campus departments.
• Research and evaluate suppliers based on cost, quality, service, and delivery; assist with negotiations as needed.
• Solicit and analyze Requests for Proposals (RFPs) and Requests for Quotes (RFQs) as appropriate.
• Review and process purchase requisitions and create, distribute, and monitor purchase orders.
• Maintain purchase order records, monitor outstanding encumbrances, and facilitate special-order and capital purchases.
• Review vendor contracts and coordinate required approvals.
• Maintain purchasing policies, procedures, forms, and supporting documentation.
• Serve as a resource to faculty and staff on purchasing procedu res and requirements.

Accounts Payable Administration

• Review invoices, payment requests, and supporting documentation for accuracy, appropriate coding, and policy compliance; match invoices to purchase orders and receiving records.
• Process vendor payments, manual checks, credit card transactions, and employee reimbursements.
• Manage staff Ramp (credit card) accounts and provide guidance on credit card transactions, receipt documentation, expense coding, transaction research, and purchases made on behalf of other departments.
• Maintain vendor records and W-9 documentation and coordinate annual 1099 reporting with the Business Office 
• Maintain documentation related to prepaid expenses and purchasing decision trees.
• Serve as a resource for faculty and staff regarding purchasing and accounts payable procedures, coding, budget transfers, and related financial requests.

Insurance Oversight and Risk Management

• Administer and coordinate the College’s institutional insurance programs and renewals, including property, liability, workers’ compensation, cyber, automobile, educator’s legal liability, and other applicable coverage. 
• Serve as the primary contact for Certificates of Insurance and coordinate insurance requirements for vendors, contractors, events, facility users, and third-party providers.
• Coordinate insurance claim reporting, documentation, and follow-up through resolution.
• Monitor vendor compliance with contractual insurance requirements.
• Assist with insurance claim reporting and claim documentation, working with College departments and insurance carriers through claim resolution.
• Maintain records related to vehicle insurance, registrations, and insurance updates.
• Provide insurance-related reports and analysis to senior leadership as requested.
• Identify coverage issues or gaps and communicate recommendations to College leadership and insurance partners.

Compliance and Administrative Support

• Ensure purchasing, accounts payable, and insurance activities comply with College policies, internal controls, audit requirements, IRS regulations, and applicable laws.
• Assist with internal and external audits by providing requested documentation and reports.
• Support process improvement initiatives related to procurement, payments, and risk management.
• Assist the Associate Vice President and Controller and Vice President for Finance & Administration as needed.
• Perform other duties as assigned.

Requirements

Minimum Qualifications

• Associate degree required; bachelor's degree preferred in Business Administration, Accounting, Finance, Risk Management, or related field.
• Three to five years of progressively responsible experience in purchasing, accounts payable, accounting, business operations, insurance administration, or a related field.
• Experience managing vendor relationships and administrative processes.
• Strong computer skills, including Microsoft Excel, Word, and enterprise financial systems (Ellucian Colleague or equivalent preferred).
• Demonstrated ability to analyze and interpret contracts, insurance policies, and business documentation.
• Knowledge of accounts payable practices, purchasing procedures, and internal controls.
• Understanding of insurance fundamentals, risk management principles, or policy administration strongly preferred.
• Ability to research, understand, and implement regulatory and compliance requirements.
• Excellent organizational and project management skills with strong attention to detail.
• Excellent verbal and written communication skills.
• Ability to handle confidential information with discretion and professionalism.
• Abilityto prioritize multiple responsibilities and meet deadlines in a fast-paced environment.

Preferred Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, Risk Management, or related field.
• Experience with higher education purchasing and accounts payable operations.
• Experience coordinating commercial insurance programs, renewals, claims, or broker relationships.
• Knowledge of contract review and vendor risk management.
• Professional certifications related to purchasing, accounting, or insurance are desirable.

Employee Benefits Overview 

• Comprehensive Medical, Dental and Vision Coverage 
• Financial assistance for educational expenses, enabling professional growth and development. 
• Protection for you and your loved ones with employer-sponsored life insurance coverage. 
• Generous paid time off includes holidays and sick leave to ensure work-life balance. 
• Retirement benefits eligible on the 1st day of employment and matching contributions after 6 months of employment 
• Access to confidential counseling and support services for mental health and personal matters through the Employee Assistance Program 

Work with Purpose at Keuka College Founded in 1890, Keuka College is a private, liberal arts-based institution located on the shores of Keuka Lake in New York’s Finger Lakes region. Our close-knit lakeside campus fosters collaboration, innovation, and personal growth. Why Keuka College?

• Mission-Driven: Empowering students to lead, serve, and succeed.
• Experiential Learning: A hands-on, immersive educational environment.
• Strong Community: A caring, respectful culture rooted in integrity and leadership. 
• Student-Centered: Dedicated to the success of every student.
• Professional Growth & Balance: Support for your development and well-being. 

About the Community: Keuka Park offers scenic lakeside living, outdoor recreation, and access to nearby Penn Yan’s small-town charm—all in the heart of the Finger Lakes. Join us and be part of something truly “small on purpose.”