Simulation Procurement Specialist

Department:Zamierowski Institute for Experiential Learning (ZIEL)

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Simulation Business OperationsPosition Title:Simulation Procurement SpecialistJob Family Group: Professional StaffJob Description Summary:The Simulation Procurement Specialist is an advanced-level coordinator role responsible for managing the full procurement life cycle. This includes sourcing, purchasing, payments, vendor relationships, and receiving for office supplies, simulation equipment, capital purchases, service agreements, contracts, and business travel. As a member of the Business Operations Team, this position works closely with other coordinators to additionally provide shared program support for ZIEL operations including simulation resource management, customer communications, coverage of the two reception areas for receiving and hospitality, and travel and event planning.Job Description:

Job Responsibilities:
Procurement

•    Serve as the primary purchaser for the Institute by overseeing the end-to-end procurement of supplies and equipment via:

• Business Procurement Card Transactions: Initiate purchases, ensure proper documentation, maintain compliance with institutional rules and regulations and reconcile all transactions.
• Purchase Orders and Invoicing: Generate new requisitions and purchase orders via the KUMC Workday system, serve as the primary contact for University Accounts Payable, ensure accurate and adequate documentation and compliance, process invoice payment requisitions via Workday, and confirm successful payment and fulfillment.
• Direct Purchases from the University of Kansas Health System:  Generate new requisitions and purchase orders via the University of Kansas Health System (UKHS) Workday system, serve as the primary contact for UKHS Accounts Payable, ensure accurate and adequate documentation and compliance with health system policies, and process and confirm successful invoice payment.

•    Serve as the primary sourcing specialist for all capital purchases, contracts, and service agreements for the Institute by:

• Maintain contact status with The University of Kansas Health System to serve as the primary procurement specialist for ZIEL.
• Develop and maintain relationships with supply chain professionals from various departments in the University of Kansas Health System.
• Develop and maintain relationships with key vendors and suppliers to improve communication, negotiation outcomes, and service quality.
• Partner with internal subject matter experts to gather operational needs and specifications.
• Lead vendor identification and assessment by researching potential suppliers and evaluating cost, terms, quality, etc. to support strategic purchasing decisions for the Institute.

•    Serve as the primary receiver for the Institute by:

• Track fulfillment of all purchases.
• Receive all mail deliveries and packages.
• Coordinate distribution to appropriate team members.

•    Review and analyze procurement processes to identify opportunities for process improvement and cost effectiveness across the ZIEL units.

•    Coordinate travel arrangements for, and on behalf of, ZIEL team members.

•    Create and submit spend authorizations and expense reports for business travel.

Shared Program Support 

•    Scheduling – Assist with scheduling meetings, events, and timelines, and maintain assigned calendars.

•    Administrative Support – Deliver administrative support as requested by team members on unit/team amid competing priorities and escalating issues when appropriate.

•    Project Planning & Management – Utilize project management systems to track and complete work, while participating as a project team member for special projects or areas within units as assigned.

•    Resource Coordination – Support activities that ensure team members have adequate resources, such as reserving rooms and equipment, or restocking supplies. Engage as a project team member for complex resource coordination for assigned unit.

•    Data & Compliance – Support data entry and compliance documentation as directed by manager or director.

•    Event & Program Support – Provide logistical support to events and programs as directed, such as catering, registration & check-in, room set-up, etc.

•    Customer Service & Communication – Serve as first point of contact for the institute for email, phone and in-person communications. Use critical thinking skills to respond to routine inquires while escalating other requests as appropriate.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Required Qualifications
Work Experience:

•    Four (4) years of relevant experience in logistics, business, finance or related field. Education may be substituted for experience on a year for year basis.

•    Three (3) years of work experience in procurement or supply chain.

•    Lift/move simulation equipment or supplies, up to 30 lbs with or without accommodation.

Preferred Qualifications
Work Experience:

•    Experience using Workday or other procurement software.

•    Experience working in a government, healthcare, or higher education institution.

•    Experience navigating complex scheduling of resources.

•    Demonstrated career progression in an administrative role.

Skills

•    Communication

•    Customer service 

•    Interpersonal skills

•    Attention to detail

•    Multitasking

Required Documents

• Resume/CV
• Cover Letter
   

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available.

Employee Type: RegularTime Type: Full timeRate Type: Hourly

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above. 

Pay Range:$ $42.27

Minimum

$28.18

Midpoint

$35.23

Maximum

$42.27

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