Procurement Specialist

3 weeks ago

East Orange, United States Seton Hall University Full time

The Procurement Specialist will play a vital role in ensuring the efficient and cost-effective procurement of goods and services to support the University's overall goals. The incumbent will ensure compliance with the established University Procurement Policies and Procedures. They will assist the Director and Assistant Director of Procurement Services with the daily functions of the office. As this role interacts with all levels of the campus community and outside vendors to address procurement related inquiries, it requires an individual with strong communication skills and customer service orientation. Additionally, given the nature of the work, keen attention to detail, capacity to work within financial systems, and an ability to work in a fast-paced environment is essential. Finally, the Procurement Specialist plays a critical role in the careful stewardship of the University's resources.

Duties and Responsibilities:

1. Identify sourcing opportunities, solicit bids and proposals from vendors, and select the most beneficial supplier based on criteria such as quality, price, and delivery time. Responsible for reviewing purchase requests, creating purchase orders, and dispatching purchase orders to the supplier copying the requesting department in both manual and ERP environments.
2. Collaborate and communicate with internal stakeholders at various levels to understand their procurement needs and priorities. Interface with campus to understand their requirements and better present their requirements to vendors through Request for Proposal process.
3. Develop and maintain relationships with vendors to secure favorable terms and pricing for goods and services. Communicate concisely and effectively with vendors, negotiate contracts, resolve disputes, and maintain a high level of professionalism and integrity in all transactions. Monitor suppliers' performance and address any issues that may arise during the procurement process under the guidance of the Director and Assistant Director of Procurement.
4. Evaluate to continuously improve procurement processes to enhance efficiency, reduce costs and streamline operations. To be achieved through identifying areas for automation, implementing best practices, and leveraging technology solutions to optimize the procurement workflow.
5. Assist with vendor create and maintain process as directed. Provide support for audit requests, month-end and fiscal year-end close processes and annual 1099 reporting process.
6. Assist with the preparation of procurement and requisitioning standard operating procedures to ensure procurement activities comply with best-in-class policies and procedures including legal and regulatory.
7. Prepare monthly progress reports including progress on key initiatives, savings achieved/forecast, cost metrics and variances. Perform other duties as assigned.
8. Participates in professional associations to stay informed of new developments in the procurement field and technology changes.

Required Qualifications:

•Bachelor's degree from a four-year college or university, preferably with a business major
with 1-3 years of related experience
•Advance working knowledge of Excel, Word and PowerPoint
•Strong analytical skills: bid or price sheets, technical proposal evaluations, and historical spend, vendor performance.

Desired Qualifications:

•Working knowledge with Ellucian Banner, Integrated Procurement Systems (Procure-to-Pay) or other similar financial information systems.
•Strong analytical ability with a proficient understanding of math and inventory management concepts
•Ability to work independently and prioritize tasks effectively.
•Excellent organizational and multitasking skills

Salary Grade:

AD170 - Administrative

Exempt/Nonexempt: Exempt

Physical Demands: General Office Environment

Special Instructions to Applicants:

Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.

Advertised: 08 May 2024 Eastern Daylight Time
Applications close:

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