"Procurement Project Coordinator - Procurement - University at Albany"

Job Description

The Procurement Services Office at the University at Albany (University) is seeking a results-driven Procurement Project Coordinator to lead transformative initiatives within procurement operations. In this pivotal role, the Procurement Project Coordinator will take charge of projects, driving them from concept to completion while ensuring projects adhere to schedules.

As a vital contributor to the Procurement Services team, the Procurement Project Coordinator will engage with stakeholders across the University to define project objectives, ensure the successful monitoring and delivery of outcomes, leverage or create processes, templates and reporting.

The Procurement Project Coordinator serves as an integral member of the procurement team, actively engaging in the establishment and advancement of project management standards and supporting procurement operations. The Procurement Project Coordinator provides mentorship and guidance to project teams across the University.

The successful candidate will possess exceptional organizational and communication skills, along with the ability to build and maintain relationships with a diverse range of stakeholders. The Procurement Project Coordinator is expected to operate with a high degree of independence while also contributing effectively within a collaborative team environment.

Primary Responsibilities:

• Oversee all phases of assigned projects throughout the entire project lifecycle. Act as the point of contact for assigned projects, managing scheduling, progress tracking, reporting, and documentation. Responsibilities include maintaining regular communication with University stakeholders through meetings and written correspondence to capture Request for Proposals (RFP) and Invitation for Bid (IFB) deliverables, requirements, preferences, and to monitor project timelines.
• Work with Stakeholders in the UAlbany community to draft scopes for complex procurement solicitations over $75,000 for academic, athletic, international, software/ software as a service, consulting, and marketing related projects. Objectives to include mentoring stakeholders in the University community by providing guidance and assistance with gathering and defining mandatory requirements and preferences.
• The Coordinator will be the intermediary between Procurement and departments to ensure that Procurement Associates have a scope of work that is fully complete for a formal solicitation (RFP, IFB).
• Oversee the coordination of both internal and external resources to ensure the successful execution of projects with varying levels of complexity. Internal stakeholders include University representatives, Procurement Associates, Compliance Coordinators, and personnel from Budget, Accounting, and Management. External collaboration encompasses entities such as vendors, the State University of New York (SUNY), the Office of General Services, the Office of the Attorney General, and the Office of the State Comptroller. Ensure collaboration among all resources.
• Leverage established processes, templates, tools, and best practices while contributing to the ongoing development and implementation of Procurement projects and tracking framework. Serve as a liaison between Procurement, Information Technology Services (ITS) and the Campus community for various ongoing procurement enhancement and automation projects. This includes monitoring and tracking of incoming requests, attending project meetings, and conducting training on the use of Smartsheet automation (future technologies), assisting with monitoring dashboards and workflows to ensure accuracy and identify any issues, provide recommendations for phased enhancements, assist with digitizing records of contracts and purchase orders to allow visibility and easy to access records and identifying procurement tools for future process enhancements. The successful candidate will be involved in all procurement projects related to technology integrations and workflow efficiency reviews/improvements.
• Develop the process to track contract timelines to avoid expiration.
• Review procurement submissions to ensure that they are comprehensive and follow up with end users when additional information is required.
• Active participation and advancement of procurement automation project with ITS.
• Support automation efforts and procurement workflows by contributing to the ongoing enhancement of Procurement project framework.
• Analyze data, summarize key data points, and prepare reports on an as needed basis for key stakeholders. Seek professional growth opportunities and actively mentor team members through knowledge-sharing, coaching, and collaborative development initiatives.

Functional and Supervisory Relationships:

• Reports to: Director of Procurement Services
• Supervises the following positions: None
• May supervise employees as assigned
• This position interacts with any faculty/staff in any department on Campus as well as Vendors.

Job Requirements:

Minimum Qualifications:

• Excellent communication and organizational skills
• Ability to manage several projects concurrently
• Demonstrated proficiency of industry standard project management tools
• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.
• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging, relative to their role.

Preferred Qualifications:

• Project Management Professional Certification (PMP Certification)
• Certified Associate in Project Management (CAPM Certification)
• Certified Purchasing Professional (CPP Certification)

Working Environment:

Typical office environment. Applicants must be eligible to work legally in the United States without employee sponsorship now or in the future.

Additional Information:

Professional Rank and Salary Range: Purchase Associate, SL-4, $75,000-82,500. Special Notes: Visa sponsorship is not available for this position.