Business Operations Specialist

Posting Details

Position Information

Position Title

Business Operations Specialist

Position Summary

This position reports to the Manager of Procurement & Sourcing and is primarily responsible for performing a variety of duties in the support of the procurement of goods and services, project development, and copy center production.

Essential Duties and Responsibilities

• Manages vendor syncing in Banner / Spel-Shop (Jaggaer) & maintaining the Preferred Vendor List.
• Works with the Procurement Agent / Specialist in reviewing requisitions for Procurement policies compliance & validation of funds in Banner and generates purchase orders in Spel-Shop including assisting with change order requests.
• Reviews open encumbrances and takes appropriate action including cancellations; liquidations; or working with Accounts Payable to ensure vendor payments are made in a timely manner resulting in reduced College commitments.
• Generates monthly spend analysis for management which drives vendor spend & oversees procurement discount programs, as needed.
• Researches and reconciles external audit inquiries.
• Assists the Manager of Procurement & Sourcing with technical tests / validation in Spel-Shop in collaboration with Spelman Technology Services (STS), Ellucian (Banner), and Jaggaer & interfaces with STS on implementing new processes related to Procurement projects, or as needed.
• Assists the Manager of Procurement & Sourcing in facilitating Spel-Shop training and producing training presentations.
• Leads Copy Center production including posters, booklets, brochures, post cards, etc. and provides consultations, as needed.
• As Copy Services Lead ensure inventory has been conducted to confirm proper supplies are in stock; copiers remain operational; and supporting documentation is housed on the SharePoint drive such as recommended paper & ink products, manuals, training documents, etc.
• Benchmarks Copy Center pricing to ensure competitive pricing and responsible for submitting monthly Copy Services billable expense reporting to Spelman Accounting team.
• Conducts Return on Investment (ROI) evaluations on Copy Center equipment and recommends adjustments when needed.
• Serves as the department trainer for all Copy Center production.
• Promotes the use of the Copy Center as an option to support the diverse production needs of the College community & provides excellent customer service to Copy Center and Procurement clients.
• Manages the Certificate of Liability Insurance (COI) database; Collegiate Licensing Company (CLC) vendors; Food Service vendors compliance; and Motor Coach / transportation vendors (maintaining State and Federal compliance).
• Serves as procurement representative for campus activities (i.e., President's Holiday party, Commencement, etc.).

Required Qualifications

Bachelor's degree with 3 years of related experience required. MBA preferred. Knowledge and experience with E-procurement systems required, preferably in a private / public or educational environment. This position requires strong customer service skills and professional demeanor with the ability to interface with internal and external customers. The incumbent must have excellent organizational skills with attention to detail and the ability to multi-task. Must also be able to work independently, while also promoting teamwork. Good oral and written communication skills with the ability to effectively interact with students, faculty, staff, and / or the general public. Must have ability to interpret general business periodicals, and vendor documents, standard operational instructions. Knowledge of copy center operations is desired. To perform this job successfully, an individual must have advanced skills using Microsoft Office Suite (Word, Excel, PowerPoint, and Access). In addition to producing correspondence and e-mails, duties may involve assignments that require the creation of spreadsheets using formulas, and reports.

Preferred Qualifications

MBA preferred. Knowledge and experience with E-procurement systems required, preferably in a private / public or educational environment.

Certifications, Licenses, Restrictions

None

Physical Demands

While performing the duties of this job, the employee is regularly required to : sit, walk, talk, hear, use hands to handle supplies, operate computer and other office equipment. The employee is frequently required to : stand, climb, and lift and / or move up to 25 pounds. Specific vision abilities required by this job include ability to adjust focus.

Shift

Days

Travel Required

Full Time / Part Time

Full-time

Work Location / Schedule :

This position requires onsite work and is not eligible for remote work.

FLSA

Non-Exempt

Number of Vacancies

Anticipated Candidate Start Date

Position End Date

Posting Detail Information

Posting Number

SC0754P

Posting Open Date

12 / 09 / 2024

Posting Closing Date

Open Until Filled

Special Instructions to Applicants

EEO Statement

Spelman College is an EEO / Minority / Female / Disabled / Veteran / Title IX Employer and we participate in E-Verify. We are a smoke-free campus.

COVID-19 Vaccination Protocol

Due to the heightened risk of contracting COVID-19 and the spread of variants, Spelman College strongly recommends that faculty, staff, and students receive a COVID-19 vaccine and adhere to all health and safety guidelines.

If you have any questions please contact : Yemi Brown, PharmD Manager of COVID-19 Operations, at ibiyemibrown@spelman.edu