Procurement Specialist

4 weeks ago

Chicago Illinois, United States Alliance for Clinical Trial in Oncology Foundation Full time
The Alliance for Clinical Trials in Oncology Foundation (Foundation) is a foundation created to enhance and expand the ability of the Alliance for Clinical Trials in Oncology (Alliance) to conduct cancer clinical research and address important treatment questions through large-scale clinical trials. Through efforts of the Foundation in support of the Alliance, clinical trials and laboratory research are conducted to discover new or improved ways to prevent, treat, and cure many types of cancer, including leukemia and lymphoma, and cancers of the breast, prostate, lung, and gastrointestinal (GI) tract, and help educate the medical community on methods of cancer diagnosis, treatment, and prevention.

The Alliance for Clinical Trials in Oncology Foundation and its subsidiaries are looking for a Procurement Specialist who is excited to help drive efficiency and cost savings within our organization. This role will be responsible for streamlining processes related to the selection of service providers/third-party organizations, assisting with the completion of appropriate procurement forms such as RFPs and other competitive processes for securing goods and services, hands-on involvement with federal grants, pharmaceuticals, contracts, and ensuring compliance with appropriate policies and procedures. We are an organization of passionate, team-oriented professionals driven to change the face of cancer.

Benefits of working at the Alliance for Clinical Trials in Oncology Foundation:

●      8 weeks of paid time off (including PTO, sick, and holidays) during year one

●      Medical, Dental & Vision plans with 100% employer-paid option for employees

●      Tuition reimbursement stipends

●      Continuing Education

●      3% employer match for retirement investments

●      Annual Employee Performance Bonus Program

●      Annual Cost of Living Adjustment

●      50% commuter reimbursement

●      Healthy Work/Life balance and flexibility

Role & Responsibilities

 Work with Organization departments and entities to scope departmental needs and identify appropriate vendors

Assist in procurement processes in accordance with the Procurement Policy and Federal Guidelines when required

Assist staff in preparing applicable procurement documents, advertising and soliciting responses/proposals, and evaluating response/proposal packages for business requirements

Work with the Quality Management and Compliance (QMC) team to ensure risk assessment and other qualification requirements are completed promptly

Provide the Contract Administration team with vendor information necessary to initiate vendor agreement/SOW/etc

Assist in reviewing contracts with vendors, including SOWs, MSA, and addendums

Monitor contract performance and compliance, ensuring all parties fulfill their obligations and contractual requirements

Cross functionally operates with multiple departments, including contract administration, QMC, finance, and operations

Periodically review the Organization's procurement policy and procedures and provide suggestions on updates as needed

Provide guidance on policy and procedures to organization personnel as needed

Conduct market research, best practices investigations, and industry trends analyses for specific procurement and contracting efforts

Participate in special projects/initiatives under the supervision of a senior staff/manager.

Assist with negotiating pricing and business term negotiations

Facilitate and coordinate review by other departments such as Finance and Legal as needed

Managing and maintaining contracts with vendors

Set up new vendors in the Accounting System, collect and attach the required documentation to the vendor record

Maintaining accurate and complete financial and vendor records

Develop and maintain the Preferred Vendor list

Oversee vendor onboarding and maintain the integrity of vendor files and documents, such as W-9s, to ensure compliant, complete, and accurate information

Responsible for 1099 management and preparation and other tax-related filings

Support annual independent audits and occasional internal audits and related requests

Building and managing business relationships with both internal and external customers

Participate in the implementation of the new ERP and its set-up

Provide backup assistance to accounts payable when needed

Provide training, direction, and technical guidance to staff

Other related duties as assigned to meet departmental and Organizational objectives

Requirements

Bachelor’s degree in accounting with 3-5+ years of accounting experience.

Excellent organizational and communication skills

Excellent attention to detail

Effective time management skills and can prioritize and manage multiple projects/tasks simultaneously.

Knowledge of GAAP and Federal Procurement Standards located in 2 CFR (phone number removed)

Demonstrated ability to successfully work both within a team and independently.

Proficient in Microsoft Office

Must be authorized to work in the U.S.

Preferred Skills

Experience in a non-profit environment

Experience with non-federal grants

Experience with ERP accounting systems, preferably Finance Edge Flexible

Excellent analytical and problem-solving skills

Demonstrate a proficient level of professional skill and/or knowledge in accounting and keep current with developments and trends

Knowledge and ability to use applicable information technology and systems to meet work needs

Ability to work cooperatively and collaboratively with all levels of employees, management, and external stakeholders to maximize performance, creativity, problem-solving, and results

Adaptable to a small business workplace environment

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