Purchasing Coordinator
General Summary
Responsible for all procurement administrative activities as assigned. These responsibilities include providing departmental support for EMU?s Procure-to-Pay system, engaging with department(s) to facilitate sourcing events, manage workflows, and coordinate and verify purchase order receipts by vendors.
Principal Duties and Responsibilities
- Assist and advise in the development of internal specifications for goods and services with university departments to compile all data elements (i.e. specification doc.) for the creation of Request for Proposal ( RFP), Request for Quotation (RFQ) and/or Request for Information (RFI).
- Assist with the review and analysis of responses for award recommendations.
- Negotiate university-issued contracts with vendors and maintain records to audit contract compliance.
- Responsible for maintaining and updating contract content in the Contract Management modulein EProcurement.
- Ensure all purchasing activities adhere to established university?s policies and procedures.
- Resolve issues and provide solutions to EMU departments with a high degree of customer service.
- Compile all viable purchasing options with university departments for the acquisition of materials, equipment, supplies and services.
- Provide guidance to requesting departments on the proper process in EProcurement on whether to issue a bid, use a partner consortium, or submit a Bid Exception.
- Manage purchase orders, track shipments, assist Logistics with delivery questions, and assist Accounts Payable with invoicing issues.
- Resolve discrepancies related to pricing, quantity, or delivery with requesting departments and vendors.
- Provide departmental support for EMU?s Procure-to-Pay system: assist with supplier coordination, review departmental requests, and investigate issues and provide resolution.
- Escalate issues to the Director and IT department, as needed.
- Assist departments with using strategic suppliers for selected commodities.
- Maintain existing relationships with vendors to ensure the availability of competitively-priced goods and services.
- Perform general accounting functions, including, but not limited to, purchase order review, account expenditures, and change orders.
- Contribute to the development of goals and objectives for Purchasing.
- Conduct or participate in workshops, committees and professional conferences designed for the area of assignment.
- Effectively communicate purchasing requirements related to process, contracts, and policies to university departments and external entities, as needed.
- Complete other assigned duties as necessary.
Minimum Qualifications
A bachelor?s degree and at least two years of progressively more responsible purchasing experience or seven years of direct experience in purchasing is required. Experience in administering contracts with vendors and maintaining records to audit contract compliance is required. Familiarity with federal, state and local rules and regulations for assigned areas, if applicable, for DEA compliance and hazardous materials purchases is required. Ability to communicate effectively with both internal and external clients, displaying a high level of customer service is required.
Preferred Qualifications
Knowledge and experience working with Banner or other related ERP software (SAP, Oracle) with procurement applications is preferred. Previous experience using a Procure-to-Pay/Source-to-Pay system, specifically Jagger Procurement, and Purchasing Card platform is preferred.
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