Senior Procurement Agent/Buyer

Make a difference at one of Florida’s premier institutions for education in science, technology, engineering, and math (STEM). Florida Polytechnic University, ranked the No. 1 public college in the region by U.S. News and World Report, offers a unique working environment that encourages faculty and staff to be part of a culture that prizes collaboration, innovation, and the willingness to go above and beyond to ensure our students and University succeed. Florida Poly offers a small campus academic environment where students form connections with their faculty and peers as they pursue high-value degrees in engineering and applied sciences.

The University is equipped with cutting-edge facilities and equipment and two award-winning, architecturally distinct academic buildings. Its evolving curriculum, designed to meet the needs of industry and provide a life-long educational foundation for students, has helped the institution grow in prominence since its opening in 2014. Florida Poly’s deliberately small classes, affordability, and outstanding graduate outcomes have helped it earn recognitions such as being named a top value school, in the top 25 nationally for affordability, and in the top five best universities in the South for tech students. Accredited by ABET and SACSCOC, Florida Poly is educating some of the brightest minds in Florida and attracting standout talent from across the nation.

JOB TITLE

Senior Procurement Agent/Buyer

JOB DESCRIPTION SUMMARY

The Senior Procurement Agent/Buyer will function as liaison between departments and vendors. Facilitates and develops contracts and specifications for Invitations to Bid, Request for Proposals and Invitations to Negotiate. Reviews and approves requisitions, change orders and issues purchase orders. Reviews and modifies vendor-provided contracts. Knowledgeable of University and Board of Governors regulations, policy, procedures and applicable State of Florida Statutes or other state university regulations. Responsible for assisting in the purchase of materials, equipment, supplies and services of a specialized or complex nature in compliance with purchasing policies and procedures. Incumbent will prepare legal advertisements and negotiate contracts as appropriate. Additionally, Incumbent will interpret and advise on purchasing policies and procedures to university departments and vendors and assists with all activities of the Procurement department. The incumbent will serve as the Workday (or current ERP system) lead interms of implementing new tools and testing to improve the user experience. Will proactively coordinate and manage the entry and maintenance of supplier, maintain contracts and renewals, and create supplier contracts into the Workday ERP system as appropriate. This position reviews a wide range of complex procurement requests which will require incumbent to ensure that spending is within guidelines of College regulations and State of Florida statutes. Will be responsible for carrying out the duties of the Purchasing Card program including departmental audits and training for card users and office reconcilers.

JOB DESCRIPTION

RESPONSIBILITIES:

• Assist and administer formal bids, including documenting specifications, processing legal advertisements and managing the process.
• Responsible for contract administration and negotiations when appropriate.
• Manage contracts and renewals
• Process purchase requisitions and issue purchase orders and change orders to suppliers.
• Work closely with appropriate Florida Poly departments to ensure all of their procurement needs are met and they are receiving outstanding customer service.
• Manage day-to-day performance of suppliers to ensure high service levels to Florida Poly’s departments.
• Research consortiums and state contracts to identify new suppliers.
• Collect, analyze and summarize data for potential cost savings opportunities.
• Resolve problems and communicate issues of concern to Director of Procurement
• Provide materials and facilitate trainings regarding the Procurement Department
• Serve as backup to other staff members in the Procurement Department.
• Perform miscellaneous projects as assigned.
• Responsible for carrying out duties of Purchasing Card program
• During declared campus emergencies, this position may be required to perform specific job related duties at a designated off campus location or place of residence
• Collects and organizes information for the development of reports.
• Works on contract implementation process including internal business processes and communication to campus (web pages, listserv emails).
• Participates in (some) vendor business reviews and vendor requests for contractual changes
• Conducts research or analysis and provides input or recommendations for problem resolution.
• Oversee Surplus as directed by the Procurement Director
• Serve as a back up to Central Receiving Specialist
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to issue formal and informal solicitations
• Must be able to pay close attention to details.
• Ability to review and negotiate contracts, when applicable
• Ability to perform routine purchasing, order, and contracting processes.
• Knowledge of Enterprise Resource Planning (ERP) system.
• Must be able to understand and apply Florida State Statutes and Regulations; follow processes (usually computer processes) for recording and documenting purchasing activities; establish and maintain cooperative working relationships with suppliers, faculty, students, administrators, and member of the general public.
• Excellent computer skills and proficiency with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Ability to interpret, communicate and apply policies and procedures.
• Must maintain a high degree of confidentiality.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• Ability to work with a diverse set of suppliers to gain necessary quotes for equipment and service needs.
• Closes purchase orders upon receipt of equipment, goods and services.
• Research and verify any shipment or invoice discrepancies as needed.
• Ability to create and maintain department spreadsheet
• Keeps abreast of changes in policies and procedures and implements necessary changes to office processes.
• Assist with emerging projects as required.
• Attend meetings and participate as needed.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent and 4 years of procurement experience; or Bachelor’s degree and 2 years of procurement experience

PREFERRED QUALIFICATIONS:

• Bachelor’s degree and 4 years of procurement experience.
• Experience in public procurement.

REQUIRED LICENSES, CERTIFICATIONS, AND/OR OTHER SPECIFIC REQUIREMENTS OF LAW:

• Must possess a valid driver’s license.
• This position requires a criminal background check, which may include a Level II screening as required by Florida Statute §435.04.
• This position is subject to federal and state privacy regulations.

NORMAL WORK SCHEDULE: This position is salary exempt. The normal work schedule is Monday – Friday, 8:00 a.m.-5:00 p.m., however, occasional overtime (weekends and evenings) may be required. Travel between campuses may be required.

TARGET HIRING SALARY: $55,000 – 61,000, commensurate with experience.

APPLICATION DEADLINE DATE: The position is open until filled.

APPLICATION PROCESS: In addition to completing the online application, all Applicants are required to upload the following as an attachment to the application (preferably in PDF format):

• Cover Letter
• Resume

DIVERSITY STATEMENT:

Florida Polytechnic University is an equal opportunity/equal access institution. It is the policy of the Board of Trustees to provide equal opportunity for employment and educational opportunities to all (including applicants for employment, employees, applicants for admission, students, and others affiliated with the University) without regard to race, color, national origin, ethnicity, sex, religion, age, disability, sexual orientation, marital status, veteran status or genetic information.

FLORIDA POLY BENEFITS INFORMATION

Florida Poly qualified employees have the opportunity to take advantage of a variety of health benefits (through the State of Florida) to help meet their specific needs, as well as the needs of their family. This comprehensive coverage includes flexible spending accounts, medical and life insurance, and workers compensation.

· Health benefits are administered through People First , on behalf of the State of Florida, as pre-tax insurance plans. People First handles all new hire enrollments, coverage changes, premium administration, and dependent eligibility.

· Their Service Center is staffed Monday through Friday, from 8 a.m.–6 p.m. EST, at 1-866-663-4735.

SPECIAL INSTRUCTIONS REGARDING ATTACHMENTS:

Required attachments are listed on each posting. Please be sure to attach all required documents in the Resume/CV field before continuing through the application. Once your application has been submitted, no changes may be made and additional attachments will not be considered.

An unofficial copy of the degree/transcript is acceptable during the application process. For positions requiring a degree, the official transcripts are required upon hire.

Foreign Transcript: Transcripts issued outside of the United States require a equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the application deadline.

All document(s) must be received on or before the closing date of the job announcements.

This position requires a background check, which may include a level II screening as required by the Florida Statute §435.04.