Procurement Specialist

• Maintain the university’s procurement policies and procedures, and communicate changes or updates effectively.
• Centralize contracts and payments for the departments within the Division of Finance and Administration.
• Coordinate contract execution with University Legal as appropriate.
• Create and update vendors in the University’s finance system. Manage vendor information centrally.
• Assist with purchase order creations, modifications, and closings as directed.
• Liaise with Accounts Payable for purchase order management, vendor management, and tracking of payments.
• Liaise with department assistance across the institution for procurement assistance, adherence to university policies, and necessary communications regarding process changes.
• Perform asset tracking in collaboration with Information Technology.
• Co-administer the following programs in collaboration with the Executive Assistant for the division:
  • Management of all aspects of the purchasing card program. Obtain new cards and conduct orientations, bi-monthly expense transfer to the general ledger, send notifications to card holders, audit all credit card reports, track and file all reports, dispute fraud, maintain credit card limits, maintain spreadsheets and databases, investigate decline issues and others as needed. Recommend repayment and monitor policy issues.
  • Management of daily insurance issues, claims, policy inquiries, invoices, annual renewal preparation, certificates of insurance, rental car damage and fleet vehicle damage.
  • Management of Staples office supply program. Prepare monthly journal entry and process invoice for payment, maintain user ID list, resolve issues, and provide spending analysis and request on contract pricing.
  • Manage the university’s Amazon business account for campus users
  • Manage the Onriva travel portal, the university’s new partner for travel arrangements
  • Maintain content on the external website and internal Sharepoint site for procurement resources.
  • Interact with all levels of the campus community and vendors to perform responsibilities.
  • Perform general office duties to support the Financial Services team and Accounts Payable Specialist.
  • Perform other duties as assigned

Qualifications:

• Minimum of an Associate’s degree. Prefer Bachelor’s degree in Finance, Accounting, Business Administration, or Supply Chain Management.
• Previous experience in a procurement role preferred
• Experience in customer service or administrative role working with campus customers and suppliers
• Effective written and verbal communication skills
• Ability to interpret and apply complex procurement regulations, policies, and procedures
• Knowledge of contract development, negotiation skills and industry best practices used in the procurement of goods and services
• Skilled in the use of Microsoft Office products (Excel, Powerpoint, Word)