What are the responsibilities and job description for the Procurement Specialist position at University of Hawai'i?
Location : Honolulu, HI
Job Type : Other
Job Number : 2024-02708
Department : Office of the Vice President for Academic Strategy System
Division : Hawaii P-20 Partnerships for Education Office
Opening Date : 02 / 28 / 2025
Closing Date : 3 / 14 / 2025 11 : 59 PM Hawaii
Position Number : : 0079041T
Description
RE-ADVERTISED
Updated Full Time / Part Time section)
Title : Procurement Specialist
Position Number : 0079041T
Hiring Unit : VP for Academic Strategy, Hawaii P-20
Location : Manoa Campus
Date Posted : February 28, 2025
Closing Date : March 14, 2025; 11 : 59PM HST
Salary :
Additional Salary Information : PBB, minimum $5,250 / month
Full Time / Part Time : Part Time or Full Time (Full Time Preferred)
Temporary / Permanent : Temporary
Funding : Extramural
Other conditions : Annual renewal dependent on satisfactory performance and availability of funds.
Duties and Responsibilities
- Serves as department purchasing specialist with responsibility for technical and administrative support related to contracting and procurement of goods and services for Hawaii P-20 Partnerships for Education and its programs and initiatives.
- Analyzes purchasing requests and researches procurement policy to determine best method of procurement for requested goods and / or services; interprets and applies applicable procurement policies of the University of Hawaii (UH), the Research Corporation of the University of Hawaii (RCUH) and / or the University of Hawaii Foundation (UHF).
- Provides guidance to and assists program staff in developing specifications, statements of work, scope of services, and other purchasing requirements.
- Drafts solicitations for the purchases of goods and services, including preparing request for quotations, invitation for bids, request for proposals,
- Drafts contracts, agreements, amendments, subawards, etc. in accordance with needs of department and in compliance with UH, RCUH and / or UHF policies and procedures; develops sole source justification and cost-price analysis / documentation, where applicable;
- Reviews bids, proposals, quotes, evaluation, etc. and provides recommendation to supervisor and project staff.
- Prepares purchase requisitions and all other supporting documentation for the official procurement file in accordance with UH, RCUH and / or UHF policies and procedures. Monitors the status of outstanding purchase orders and follows up with project staff to confirm work progress and processing of payments.
- Assists supervisor in providing support in the coordination and implementation of the department's purchasing practices and procedures, including reviewing of department's small purchases, purchasing card transactions, reimbursements, travel, etc. for compliance with policies and procedures; works with the UH fiscal office to resolve any discrepancies.
- Monitors expenses for allowability, allocability, and reasonableness within grant terms, federal Uniform Guidance, state, and university rules and regulations.
- Regularly updates fiscal logs and retrieves appropriate management accounting information for supervisor and program staff. Maintains project files in accordance with established practices and procedures.
- Assists administrative team with facilitating and coordinating department-sponsored travel, including travel for cross-campus employees and external partners, ensuring that all travel guidelines and requirements are met.
- Works with supervisor to develop uniform internal operational processes in accordance with UH, RCUH and / or UHF policies and procedures.
- Keeps abreast of current policies and procedures of UH, RCUH, UHF, and applicable federal and state rules and regulations, and works with supervisor to implement any necessary changes due to new policies and procedures, or updates to existing policies and procedures.
- Develops and conducts internal staff training to review and reinforce existing operational processes, such as in procurement, travel, reimbursements, etc.
- Other duties as assigned.
- Denotes Essential Functions
Minimum Qualifications
Desirable Qualifications
To Apply :
Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following : (1) resume; (2) cover letter indicating interest in the part time or full time position and how the minimum and desirable qualifications of the position are met; (3) the names and contact information (telephone number and email addresses) of at least three professional references; and (4) copies of educational transcripts with CONFIDENTIAL DATA (i.e. social security number, birthdate, etc) REDACTED. If requested transcripts are unobtainable by closing date, please indicate so where transcripts are required as an attachment. You will have a grace period of 7 days from the closing date (03 / 21 / 2025) to email copies of your transcripts to systempo@hawaii.edu. Official transcripts will be required if selected to fill the position. Incomplete applications will not be considered. INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.
Note : If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries :
Jenna Lam, (808)956-2880; systempo@hawaii.edu
EEO / AA, Clery Act, ADA
The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit :
Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.
In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at : , or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.
In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.
Accommodation Request : The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link :
Salary : $5,250
