Description

The Procurement Specialist plays a key role in supporting institutional purchasing strategies and ensuring compliance with regulatory and sponsor requirements. This position exercises judgment in coordinating competitive bid processes, managing vendor relationships, and maintaining procurement systems to optimize efficiency and transparency. The role requires strong analytical skills, attention to compliance standards, and the ability to provide guidance to campus stakeholders on procurement best practices.

Essential Duties and Responsibilities

• Lead and coordinate competitive procurement activities, including Requests for Proposals (RFPs) and Requests for Quotes (RFQs), by gathering specifications, evaluating supplier responses, and preparing bid tabulations.
• Advise internal stakeholders on supplier selection, institutional purchasing policies, and compliance requirements under Uniform Guidance (2 CFR 200).
• Manage vendor onboarding and compliance, ensuring documentation such as W-9s and insurance certificates are accurate and current.
• Maintain and analyze procurement data in systems such as Jaggaer, Banner, and related platforms; prepare reports to monitor spend, supplier engagement, and process efficiency.
• Ensure audit readiness by maintaining accurate documentation for all transactions and proactively addressing compliance gaps.
• Collaborate with Accounts Payable to resolve discrepancies between purchase orders, invoices, and receipts; exercise judgment in escalating complex issues.
• Provide expert guidance to campus departments on procurement procedures, system navigation, and policy interpretation.
• Contribute to process improvement initiatives, recommending enhancements to procurement workflows, reporting capabilities, and compliance monitoring.

Education and Experience

• Bachelor's degree in Business Administration, Supply Chain Management, or related field required.
• Minimum 2 years of experience in procurement, purchasing, or supply chain operations; experience in higher education or healthcare preferred.

Knowledge & Expertise

• Strong understanding of procurement principles, competitive bidding, and compliance frameworks.
• Familiarity with eProcurement and ERP systems (Jaggaer, Banner, or similar).
• Knowledge of institutional policies and federal regulations governing sponsored funds.

Skills and Competencies

• Advanced proficiency in Microsoft Office and web-based procurement tools.
• Ability to analyze data, identify trends, and make recommendations to improve procurement outcomes.
• Strong interpersonal and communication skills; able to influence and guide stakeholders.
• Demonstrated initiative, accuracy, and ability to manage multiple priorities independently.
• Commitment to confidentiality, compliance, and continuous improvement.

Core Competencies

• Strategic thinking and problem-solving
• Service orientation and responsiveness
• Compliance and risk awareness
• Collaboration and relationship management
• Process optimization mindset

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