Procurement Coordinator

Job Overview
The Procurement Coordinator will be responsible for coordinating activities involved in the acquisition, at optimum balance of cost, quality, and supplier services, of all materials and services necessary for the University’s operating needs, while keeping in accordance with the University policy and State and Federal laws. Become knowledgeable about market conditions and trends, formulating short- and long-term strategies to ensure quality and continuity of supply while minimizing total cost. Interview prospective suppliers, process Requisitions, issue Purchase Orders, maintain and update vendor files, and write articles for the department newsletter. Assist departments as needed in writing complex bid specifications and proposals

Responsibilities

• * Serve as Team Leader to address minor day-to-day issues concerning the other Procurement Services Staff
• Assist the University community concerning any questions and correspondence pertaining to purchasing to assure that purchases conform to the policies of the University, State, and Federal laws.
• Analyze, formulate, interpret, and coordinate procurement proposals.
• Submit requests for competitive quotations when dictated by industry standards, judgment, or as required by University policy. Analyze data regarding competitive bids and present the buying option to University departments in support of

fact-based decision-making.

• Exercise signature authority as delegated.
• Target cost savings and cost avoidance. Map and analyze procurement processes; develop methods to improve or reduce

processing time and the number of transactions.

• Follow documented procedures as they relate to procurement functions; use the experience to guide departments for the best total

cost of ownership and most efficient use of the supply chain.

• Work under indirect supervision, but has the authority to make decisions in accordance with University policies and State and Federal laws.
• Purchase Orders are prepared or processed on a daily basis.
• Advise management of market conditions and supplier base activity that could affect pricing and delivery.
• Evaluate suppliers through methods such as supplier visitation and various objective performance measurements including on-time delivery, service, and price performance.
• Review special educational pricing agreements prior to forwarding them to the Office of Counsel.
• Develop alternate sources to ensure continuity of supply, consistency of quality, and competitive pricing.
• Be aware of non-price considerations.
• Submit monthly reports to Director/Assistant Director/Strategic Sourcing Manager on substantial savings, vendor and department consultation, and other important matters of interest.
• Participate in Year-End Closing Activities as assigned.
• Determine potential vendors to be solicited for strategic sourcing or approve selected vendor; understand the importance and use of supplier diversity and sourcing strategies.
• Involved in assessment of supplier quality, manages supplier development programs, and understands appropriateness of partnering with suppliers.
• Confer with supplier representatives regarding cost, specifications, inspections, and similar constraints related to University

requirements; conduct supplier site visits as needed.

• Exhibit skill in supplier selection, quality audits, and contractual dispute

resolution.

• Accountable for purchase requisition, purchase order comparison, appropriate record development, vendor research, expediting follow

up, and rental and/or leasing of services and supplies in order to provide the University with the best purchasing services available.

• Approve purchase orders up to the assigned limit and approve those of the Procurement Staff up to the assigned limit.
• May serve as liaison officer to ensure fulfillment of obligations by contractor.
• Address and resolve complaints and concerns.
• Consolidate requirements and develop most suitable method of purchase such as purchase order, contract, blanket order, and supplier stocking arrangements.
• Assist with solicitation preparations to ensure they are clear and complete.
• Tabulate bids for accurate recording and ease in evaluation by the department requiring the items.
• Responsible for the economical acquisition of all materials and services necessary.
• Gain familiarity with the end-use assigned commodities, leading to the possibility of alternate materials or specifications.
• Confer with vendors to obtain product or service information and review various publications to

stay abreast of new technology.

• Aid in the development of standardized procurement policies and

procedures to ensure all transactions are in conformance with applicable laws.

• Write articles for the departmental newsletter.
• Run Purchase Order reports, review and analyze.
• Generate effective

communications, good relations, and a positive image with suppliers and co-workers.

• Provide requisition training for the campus.
• Submit articles for the departmental newsletter, as necessary.
• Investigate new sources of materials and services.
• Maintain updated files of standard specifications as well as industry standards, brands, and market grades applicable to the items purchased.
• Handle emergencies such as Rush Orders.
• Process Miscellaneous Vouchers for reimbursement of approved items purchased by faculty and staff.
• Review and approve procurement of other Procurement Officers for posting and awards.
• Assist with interviewing applicants for vacant positions when tasked.
• Train incoming Procurement Officers.
• Deliver presentations on various Purchasing topics at events as required.
• Attend seminars, purchasing institutes, and regional meetings in association with the National Association of

Educational Procurement (NAEP) and the National Institute of Governmental Purchasing.

• Perform other work-related functions as assigned by the Director/Assistant Director/Strategic Sourcing Manager of Procurement & Business Services.
• Coordinate with the vendor when changes are required.
• Promote customer service, courtesy, objectivity, and fairness.
• Keep abreast of new trends in purchasing techniques.
• Maintain library of manufacturer catalogs.
• Review and approve procurement of other Procurement Officers for posting and awards.
• Assist with interviewing applicants for vacant positions when tasked.
• Train incoming Procurement Officers.
• Deliver presentations on various Purchasing topics at events as required. * Attend seminars,

purchasing institutes, and regional meetings in association with the National Association of
Educational Procurement (NAEP) and the National Institute of Governmental Purchasing.

• Perform other work-related functions as assigned by the Director/Assistant Director/Strategic Sourcing Manager of Procurement & Business Services.
• Coordinate with the vendor when changes are required.
• Promote customer service, courtesy, objectivity, and fairness.
• Keep abreast of new trends in purchasing techniques.
• Maintain library of manufacturer catalogs.
• Maintain vendor files for current addresses and update as needed.
• Perform other duties as assigned. Maintain vendor files for current addresses and update as needed.
• Perform other duties as assigned.

Minimum Requirement

• Bachelor's degree or an equivalent (buying/purchasing experience) with 3-5 years of

direct buying experience

• Must possess good technical writing skills and the ability to write specifications
• Must have basic accounting skills and the ability to analyze data and be detail-oriented
• Must have knowledge of Microsoft Office Suite
• Must have excellent written and verbal communication skills
• US citizenship is required

Desired Qualifications

• Previous experience in a university procurement setting
• Knowledge and experience in SCT Banner
• Excellent communication and customer service skills
• Familiar with procurement laws, policies, and procedures
• Good verbal and written communication skills
• Good organizational skills
• Good problem resolution skills
• Current certifications in procurement, such as but not limited to: Certified Public

Procurement Officer, Certified Public Procurement Buyer are desirable

Job Type: Full-time

Pay: $48,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid parental leave
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Bachelor's (Required)

Experience:

• Buying/Purchasing: 3 years (Required)

License/Certification:

• CPPO (Preferred)
• CPPB (Preferred)

Ability to Commute:

• Huntsville, AL 35899 (Required)

Work Location: In person

Salary : $48,000 - $55,000