Procurement Specialist

Job ID: 281208
Location: Columbus State University
Full/Part Time: Full Time
Regular/Temporary: Regular

About Us

Great universities inspire the very best in us. They nurture new ideas, fresh perspectives, and creative problem-solving. They challenge students to discover their passions - and to turn those passions into thriving careers that improve our world.

Columbus State University is exactly that kind of place. With exceptional facilities, ideal class sizes, and unique field experiences, our students have room to create. Here, every faculty and staff member is part of the educational process, actively mentoring students and championing each new step in their journey.

Located just 100 miles southwest of Atlanta, CSU is part of the University System of Georgia and offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees. Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays (if applicable). Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!

Department Information

Purchasing

Job Summary

Under general supervision, the Procurement Specialist is responsible for developing, coordinating, and overseeing Columbus State University's purchasing, bidding, and contract processes throughout the procurement cycle. The Procurement Specialist is tasked with building and maintaining effective working relationships with internal and external stakeholders, as well as supporting the procurement card process. Serving as a subject matter expert on procurement-related matters, this individual ensures compliance with relevant policies and regulations, including Columbus State University, The Board of Regents of the University System of Georgia, and the State of Georgia's Department of Administrative Services.

Responsibilities

Significant Duties and Responsibilities include: Develops, coordinates, and manages procurement activities, including purchasing, contracting, and bidding processing.; Audits all purchasing functions at Columbus State University to ensure compliance with relevant policies and regulations.; Audits and processes all faculty and staff procurement transactions, ensuring compliance with all Federal, State, and University System of Georgia laws and procedures and guidelines set by the Columbus State University and the Board of Regents of the University System of Georgia.; Reviews, monitors, and approves electronics purchase requisitions (ePro Requisitions), ensuring the appropriate documentation and approvals are in place.; Reviews budget module in PeopleSoft for all departments on campus.; Creates Purchase Orders (POs) from approved requisitions, ensuring compliance with internal processes and the Georgia Procurement Manual (GPM).; Authorize and sign all purchase requests, purchase orders, and agency purchase orders for amounts less than $25,000 or as directed by the Director of Purchasing.; Submits approved Purchase Orders (POs) to suppliers and tracks order status.; Monitors vendor progress on the purchase orders and contracts, ensuring timely fulfillment.; Provides guidance and responds to internal and external customer inquiries regarding procurement procedures, policies, and order statuses.; Ensures transparency throughout the procurement process, allowing end-users to track the status of each purchase request, including stages such as requested, ordered, shipped, estimated time of arrival, and payment.; Tracks and notifies the Purchasing Director of non-conformance issues or concerns related to end-users.; Independently manages procurement projects with budgets up to $100,000.00 or as directed by Columbus State University's Director of Purchasing.; Assists in developing Requests for Quotes (RFQs), Request for Proposals (RFPs), Sole Sources justifications and postings, and other solicitation materials following specified sourcing strategies as assigned by the Director of Purchasing.; Reviews and processes complex, one-time, and multi-term purchase requests in compliance with Federal, State, and the Board of Regents of the University System of Georgia policies, as well as the guidelines set by the Columbus State University.; Collaborates with subject matter experts on the technical writing of solicitation documents, ensuring alignment with applicable laws, policies, and procedures.; Supports strategic sourcing teams in developing financial and technical evaluation criteria for complex solicitations, as necessary.; Reviews and corrects issues related to technical writing, including the clarity of specifications and grammatical accuracy.; Assists in the evaluation process, working with panelists to identify suppliers for negotiations and/or intent to award.; Monitors supplier performance against established metrics such as delivery times, product quality, and cost adherence.; Administers annual vendor performance evaluations to ensure continued compliance with contract terms.; Tracks and reports non-compliance issues with suppliers to the Director of Purchasing.; Supports the Director of Purchasing in monitoring, amending, renewing, and terminating agency contracts as needed.; Generates and analyzes weekly exception reports to identify and address bottlenecks in the purchase order preparation, approval, receipt, and payment process.; Produces and analyzes monthly purchase order volume reports to assess departmental and budget activity levels.; Compile and analyze monthly purchase order status reports, documenting the status of all open purchase orders.; Provide regular procurement reports to management as needed, ensuring timely and accurate updates on procurement activities.; Cultivates and maintains strong relationships with internal and external stakeholders, ensuring alignment with organizational goals.; Acts as the primary subject matter expert on procurement-related matters, providing guidance and support as needed.; Exhibits in-depth knowledge of the PeopleSoft Financial System, focusing on the Budget, Procurement, and Purchasing modules.; Provides recommendations to management to enhance procurement processes and systems, collaborating with leadership to implement improvements as requested.; Assists potential suppliers in the new supplier set-up requests and monitors the onboarding of new suppliers.; Supports the Department of Purchasing and Procurement in hosting monthly Question and Answer sessions for internal stakeholders.; Provides high-level training on state purchasing guidelines to end-users each semester.; Serves as the backup Purchasing Card (P-card) administrator.; Assist with the university's procurement card (P-card) program and ensure proper use and compliance with relevant policies.; Develops and updates Columbus State University Procurement Manuals as directed by the Director of Purchasing.; Evaluates and updates procurement policies and procedures to ensure ongoing efficiency and compliance.; Must obtain a Georgia Certified Purchasing Agent (GCPA) within six months of employment.; Must obtain a Georgia Certified Purchasing Card Administrator (GCPCA) within one year of employment.

Required Qualifications

Required Qualifications include: Minimum qualifications include an Associate's degree or equivalent from a two-year college or technical school; and two to four years of related work experience; or any equivalent combination of education and experience. The successful candidate must have thorough knowledge of the principles of modern office management, procedures, and equipment; proficient in Microsoft Office; demonstrate exceptional communication and organizational skills; and the ability to function as part of a team.

Preferred Qualifications

Preferred Qualifications include: Bachelor's degree desired. Applicants with experience in governmental purchasing, higher education or with related work experience preferred.

Proposed Salary

The proposed annualized salary range for this position is $46,842 - $51,198 and includes full benefits.

Knowledge, Skills, & Abilities

Knowledge, Skills, & Abilities include: In-depth understanding of procurement laws, policies, and procedures, emphasizing compliance and best practices.; Excellent communication and interpersonal skills, with the ability to collaborate effectively with various internal and external stakeholders.; Strong organizational skills, with the ability to manage multiple priorities and meet deadlines efficiently.; Capable of prioritizing and executing tasks within designated timeliness.; Proven ability to organize work, set priorities, and adapt to changing circumstances to meet evolving deadlines with a willingness to adapt to change and conform to shifting priorities.; Strong problem-solving skills, with the ability to identify, analyze, and evaluate issues, gather and interpret relevant information, and use sound judgment to propose effective solutions.; Self-motivated, results-oriented, and committed to achieving goals.




Contact Information

If you have any questions, please contact Gypsi Alexander, Hiring Manager, via email at alexander_gypsi@columbusstate.edu

USG Core Values

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.

Institutional Values

• Excellence: Actively engaging outstanding methods in teaching, academic discovery, creative pursuits, student success, cultural enrichment and the overall campus community.
• Creativity: Pursuing distinction through inquiry and innovation, challenging convention and focusing on solutions.
• Engagement: Dynamic civic involvement and participation of students, faculty, staff and alumni in the university experience.
• Sustainability: Advancing fiscal responsibility, well-being, innovation, lifelong learning and environmental stewardship.
• Inclusion: Cultivating and championing a campus environment that welcomes diverse backgrounds, ideas, perspectives and practices.
Servant Leadership: Leading through ethical empowerment and service.

Conditions of Employment

All selected candidates are required to submit and successfully pass a background investigation to include reference checks and verification of academic credentials (if applicable). Other additional requirements may be required based upon specific position duties:

• A credit check completed for Positions of Trust and or approved departmental Purchase Card usage;
• Pre-employment drug testing for positions with high-risk responsibilities.
• Motor vehicle reports are required for positions that are required to drive a Columbus State University fleet vehicle or other vehicle designated as a fleet vehicle. A successful drug screening will be required as a condition of employment a randomly thereafter.

*Applicants for positions of trust may be asked to disclose criminal record history during the initial screening process and prior to a conditional offer of employment. *

For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post-secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation.

All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond. Additionally, all members of the USG community must adhere to the USG Statement of Core Values must also be aware of and comply with the Board of Regents policies on Freedom of Expression and Academic Freedom.

Equal Employment Opportunity

Columbus State University is proud to be an equal employment, equal access, and equal educational opportunity institution. It is the policy of our institution to recruit, hire, train, promote and educate persons without regard to race, color, national or ethnical origin, age, disability, gender, religion, sexual orientation, gender identity or veteran status as required by applicable state and federal laws.

Other Information

This is not a supervisory position.
This position does have financial responsibilities.
This position will not be required to drive.
This role is considered a position of trust.
This position requires a purchasing card (P-Card).

Background Check
Position of Trust Credit Education

Special Applicant Instructions

Visit Columbus State University's online Careers portal to drive your career with us! The online applicant system provides you with the ability to review job opportunities and apply to those that you are interested in and feel qualified for. Each job posting has a summary description of the position and required qualifications. All job applications must be submitted through the online portal system.



To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=30000&JobOpeningId=281208&PostingSeq=1

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