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Procurement Coordinator

Employer
University of Puget Sound
Location
Washington, United States
Salary
Salary Not specified
Date posted
Nov 4, 2022

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Procurement Coordinator
University of Puget Sound
Job ID: 6851
Location: Office of Finance
Full/Part Time: Full Time
Regular/Temporary: Regular

Staff Posting Details

Appointment: regular, full-time, (1.0) FTE.

Position Summary:

The Procurement Coordinator works with the Accounts Payable and Procurement Manager and the Associate Vice President for Finance to execute the strategic direction of the university's procurement programs and initiatives. The Procurement Coordinator communicates with suppliers and internal customers to ensure the university's strategic goals are met with the best product, with the most favorable terms, for the lowest price. This position works closely with campus departments to further understanding, effectiveness and use of the procurement system and processes. Responsibilities include vendor relationship management, contract coordination, vendor dispute resolution and vendor database management.

Essential Job Functions and Responsibilities:
    Developing requests for proposals, specifications, long-term agreements, and blanket orders for university's goods and services. Negotiating best overall terms and conditions under competitive and single-source conditions, while maintaining good supplier relations. Negotiating and coordinating the procurement of goods and services necessary to support the university's strategic goals, while taking into consideration the objectives of pricing, quality, lead time, and inventory control. Assists Accounts Payable and Procurement Manager with tracking status of group purchasing organizations and maintaining relationships within the organizations. Assists Accounts Payable and Procurement Manager with maintaining up-to-date vendor contracts containing university discounts, specifically those related to university travel and other “perks” opportunities for campus members. Managing activities between internal departments and suppliers to ensure proper procurement of goods and services. Preparing and following up on all purchase orders submitted to vendors and updating end users on current purchase order status. Ensuring goods and services delivery requirements are met to support departmental needs. Monitoring the quality of products purchased and communicating with suppliers. Coordinating supplier returns and the replacement of non-conforming material. Monitoring conformity with standards established for supplier qualification. On an as needed basis to support warehouse operations and others as backup, receiving goods centrally for distribution throughout the campus On an as needed basis, fulfilling warehouse requisitions for goods from central warehouse. Respond to procurement related service tickets received by the Office of Finance. Manage supplier and vendor setup within PeopleSoft Financials. Together with the accounting team, manage year-end close processes related to warehouse inventory, including counts at the university's warehouse. Assist Accounts Payable and Procurement Manager with testing, troubleshooting and campus departmental training needs related to the e-procurement system.


Supervisory Responsibilities

Student staff as necessary

Budget Responsibilities

None

Qualifications:

    Requires demonstrated understanding of and ability to apply accounting principles related to inventory, purchasing, encumbrances, and pre-encumbrances. Requires the understanding and application of federal and state/local tax reporting regulations applicable to payment processing. Must be able to demonstrate excellent customer service, including effective verbal and written communication skills. Must have excellent initiative, attention to detail, organizational, and prioritization skills. Must have a strong understanding of the concept of “team work” and the importance of supporting common goals. Requires the ability to excel in a fast-paced environment, to multi-task, and to continuously reprioritize job tasks while maintaining a friendly, helpful attitude. Requires the ability to work overtime hours during peak periods as needed to meet university and regulatory timelines and due dates.
  • A high school diploma or equivalent is required.
  • Must have three to five years' experience in purchasing, including:
  • Negotiating contracts with vendors on an enterprise-wide basis
  • Managing vendor service levels
  • Understanding and knowledge of Group Purchase Organizations (GPOs)
  • Must have two to five years' experience in warehouse and receiving positions, including:
  • Central receiving and department delivery
  • Commitment to order and safety in warehouse environments, including understanding of appropriate handling and disposition of materials with environmental safety requirements
  • Current fork lift certification is preferred.
  • ability to respectfully work, communicate and provide leadership within a diverse campus community


  • Compensation and Benefits: The anticipated pay for this position is $25.00 - $27.95 per hour DOE. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

    Puget Sound offers a generous benefits package. For more information, visit: https://pugetsound.edu/human-resources/benefits

    This position is non-exempt from the provisions of the Fair Labor Standards Act.

    Application Deadline: Review of application materials will be immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

    Required Documents:
      Resume Letter of Interest

    Applications submitted without the required attachments will not be considered.

    All offers of employment are contingent on successful completion of all required background checks. All new hires will be required to submit proof of current COVID-19 vaccination (including booster) or receive an approved medical or religious exemption from the university.

    Diversity Statement:
      We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives. We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community. We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.

    Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity

    The University of Puget Sound is an equal opportunity employer.


    How to Apply
    For complete job description and application instructions, visit: www.pugetsound.edu/employment

    About Puget Sound
    Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nation’s most prestigious academic honorary society. Visit "About Puget Sound" (http://www.pugetsound.edu/about) to learn more about the college.

    As a strategic goal and through our core values, University of Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. EOE/AA



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