Procurement Specialist

24080BR
Procurement Services

Position Overview:

The Procurement Specialist is an active agent of the University of Kansas' strategic sourcing mission. The Procurement Specialist is responsible for the procurement of commodities, materials, supplies, and equipment, while also looking for ways to minimize duplication of services and enhancing the University-wide strategy of education and services. The Procurement Specialist is responsible for meeting the needs of university administrative and academic departments and complying with regulatory guidelines, accepted procurement principles, and University and/or State policies. The Procurement Specialist gathers requirements, prepares detailed solicitations, facilitate the bid process, analyzes the bid responses, and awards the solicitation as agreed upon by the Procurement Negotiating Committee (unique to each solicitation). The Procurement Specialist identifies varied sources of commodities and services, reviews and administers contracts, reviews quote against procurement policies, and, where applicable, maintains comprehensive descriptions of available products and current prices. The Procurement Specialist supports the ordering, delivery, and payment processes for commodities and services through the use of automated procurement systems.


Job Description:

70% - Bids, Purchase Authorizations and Contract Administration, Transactions--Prepare solicitations (examples include) Requests for Information (RFI) and Requests for Proposal (RFP - negotiated procurements), Review and/or assist with draft specifications and prepare requests from complex/technical quotations, contracts, and proposals. Conduct market and product/service research. Meet with departmental personnel to discuss and assist in determining product and service requirements and writing specifications. Participate in Procurement Negotiating Committees and conduct procurement negotiations. Evaluate vendor bid responses; conduct pre-bid conferences and site visits (as needed) with vendors and departments, in order to answer questions regarding specifics of services, purchase, or bidding procedures; document discrepancies and obtain justification for award to other than the lowest bidder; prepare solicitation award documents for approval of CPO when over $50,000. Review, research and recommend action to Associate Director of Procurement Operations, Associate CPO or CPO on sole/single or emergency transactions. Administer state and university contracts by facilitating dispute resolution between vendors and departments. Review multiple quote transactions (i.e., below $50,000) as they are processed through the university requisition system (Oracle Financials in the Cloud) to ensure procurement policy is followed, and the vendor selection is in the best interest of the University.

10% - Cost Analysis and Research--Compile and complete strategic cost analysis of university requirements, purchases and current market conditions for a broad spectrum of goods and services. Research, collect, compile, compare and analyze university purchasing data. Report and summarize findings and make recommendations for potential savings, as well as anticipated cost and expenditure forecasts. Research products and supply sources. Meet with departmental personnel to discuss and assist in determining product and service requirements. Assist, plan and/or oversee projects as assigned by Procurement Officers, the Associate Director of Procurement and/or the Associate CPO or CPO.

10% - Transactional Monitoring and Communications--Maintain contacts with vendors, university departments, and other involved parties. Extensive knowledge of communication techniques and well-developed communication skills are required for dealing with others. Represent the university with vendors as a first-line contact. Provide the highest possible level of customer service to internal and external customers. Monitor vendor and departmental activities for compliance with state, university, and federal purchasing policies and procedures and compliance with contract scope, terms, and conditions. Audit department purchases initiated for review by Payable's auditors for compliance with state, university, and federal purchasing policies and procedures. Partner with Payables for the purpose of delivering a seamless purchase-to-payment service to the campus community.


10% - Procedures, Training, Consulting, and Special Projects-- Train support staff in university departments who need to acquire goods or services on state, university, and federal purchasing policies and procedures by means of seminars and one-on-one training. Consult with departments and vendors on purchasing policies and procedures and advise as to the appropriate direction and method for handling purchasing transactions. Complete special projects, research, and other duties as assigned by management. Promote programs that are being developed or implemented by the Procurement Office.


Position Requirements:

This position is hybrid with the potential for fully remote. Final determination will be made by the supervisor and based off the needs of the department.

Required Qualifications:

• Bachelor's degree in Business, Finance, Information Technology, or related field from an accredited college or university OR Associate's degree and 3 years of related experience OR High School Diploma/GED and 5 years of related professional work experience (i.e., Procurement, Accounts Payables, Supply Chain, Finance or related field) or a representative (equivalent) combination of higher education and related experience.
• Experience with computer software including Microsoft Office and an Enterprise Resource Planning system (e.g. Oracle).
• 2+ years of data analysis experience to inform strategic efforts.
• Excellent verbal communication as evidenced in an interview.
• Excellent written communication as evidenced by application materials.
• Experience in establishing and maintaining effective working relationships as evidenced by work history.
• Attention to detail, great organization skills, and the ability to prioritize work as needed evidenced in the application materials and interview.

Preferred Qualifications

• 3-7 years knowledge of the principles and practices of purchasing.
• Certification by a recognized professional organization is preferred, including: Certified Professional in Supply Management (CPSM), Certified Purchasing Manager (C.P.M.), Certified Public Purchasing Officer (CPPO), or Certified Professional Public Buyer (CPPB).
• Knowledge of the materials, products and the commodity markets related to higher education.
• Knowledge of university Capital Construction Projects and/or Information Technology Projects.
• Demonstrated skills in preparing and analyzing complex technical specifications, bids and proposals.

Contact Information to Applicants:
Ephrom Marks, emarks@ku.edu; 785.864.5811

If interested, please apply: https://sjobs.brassring.com/TGnewUI/Search/home/HomeWithPreLoad?PageType=JobDetails&partnerid=25752&siteid=5541&Areq=24080BR#jobDetails=4683225_5541

Additional Candidate Instruction:

In addition to the online application, the following documents are required to be considered for this position:
A cover letter addressing how required and preferred qualifications are met.
Resume or curriculum vitae.
Contact information for three professional references.
Review of applications will begin January 3, 2023 and continue until a qualified pool of applicants is identified.

Advertised Salary Range: $41,599 to $55,000
Primary Campus: University of Kansas Lawrence Campus
FTE: 1.0
Reg/Temp: Regular
FLSA Status: Nonexempt
Employee Class: U-Unclassified Professional Staff
Work Schedule: Monday to Friday 8-5pm
Job Family: Administrative/Management-KUL
Work Location Assignment: Hybrid

Disclaimer:

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Director of the Office of Institutional Opportunity and Access, IOA@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY (for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).





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