Systems Administrator

The Procure-to-Pay Systems Administrator is responsible for managing the organization's procure-to-pay process and serving as the primary administrator of the purchasing system. This role supports staff across departments with purchasing requests, vendor setup, and system-related questions while helping maintain efficient, compliant, and consistent procurement processes. This position works closely with internal stakeholders to ensure the purchasing system operates effectively and supports the organization's operational needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Procurement System Administration Serve as the primary administrator and subject matter expert for the company's procurement system.

Manage system configuration, including user access, approval workflows, and system settings.

Troubleshoot system issues and respond to user questions or requests.

Coordinate with IT and external support when technical assistance is required.

Maintain system documentation and ensure system functionality aligns with organizational policies. Procure-to-Pay Process Oversight Oversee the purchasing lifecycle from requisition submission through purchase order creation and payment.

Ensure purchase requests follow established procurement policies and approval workflows.

Monitor purchase orders and support the three-way matching process in collaboration with Accounts Payable.

Assist in maintaining accurate purchasing records and documentation. Vendor Management Manage vendor onboarding and documentation within the procurement system.

Maintain vendor records and ensure required approvals and compliance documentation are completed.

Support departments with vendor setup requests and procurement-related questions.

Assist with vendor communication when necessary to facilitate the purchasing process. User Support and Training Serve as the primary point of contact for the procurement system user support across the organization, guiding departments on purchasing processes and system workflows.

Assist staff in navigating purchasing workflows and resolving system-related issues.

Provide onboarding and training for new system users and departments.

Create, maintain, and update user guides, training materials, and system documentation. Process Improvement Identify opportunities to improve procurement workflows and system efficiency.

Collaborate with departments to ensure effective use of the procurement system.

Work with Finance leadership to improve reporting and visibility into organizational spending.

Recommend and support implementation of best practices in purchasing and procure-to-pay operations.

Supports the standardization of procurement practices across the organization.

Partners with Finance, Accounts Payable, and IT to maintain effective procurement operations.

Perform all other duties as assigned.

SUPERVISORY RESPONSIBILITIES

Supervisory responsibility may be assigned as procurement operations and system support functions expand.

QUALIFICATIONS

EDUCATION and/or

EXPERIENCE

To perform this job successfully, an individual must be able to perform each primary function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. High school diploma or equivalent required; bachelor's degree in business, finance, accounting, or a related field preferred.

Experience with procure-to-pay processes.

Experience using procurement or purchasing systems (Coupa, Business Central, experience preferred).Strong organizational, analytical, and problem-solving skills.

Ability to work collaboratively with multiple departments and support system users across the organization.

Strong communication and customer service skills.

Experience working in healthcare, nonprofit, or multi-entity organizational environments.

LANGUAGE SKILLS

Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

MATHEMATICAL SKILLS

Ability to work with mathematical concepts and to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

None required.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform their primary functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is frequently required to walk and reach with hands and arms. The employee is occasionally required to stand; climb or balance; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and color vision.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the primary functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform their primary functions. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, toxic or caustic chemicals, and the risk of electrical shock. The noise level in the work environment is usually moderate.

Work Location:

In person