What are the responsibilities and job description for the Procurement Systems Support Specialist position at William & Mary?
Position Information
Position Number
01219W
Position Title
Procurement Systems Support Specialist
Employment Category
Full Time Operational
Location
William & Mary
Department
924100 Procurement
Unit Mission Statement
The mission of Business Affairs is to support W&M as a leader among liberal arts and science universities by providing excellent service that is efficient, inclusive, transparent, and accountable. In delivering service, Business Affairs maintains a focus on collaboration, continuous improvement, best-in-class technology, and the strategic and sustainable use of university resources while maintaining compliance with attention to corporate social responsibility both within the institution and among its suppliers.
William & Mary Supply Chain Services is dedicated to offering comprehensive support for all procure to pay requirements – encompassing goods, services, and construction needs. Our commitment to quality, value and service extends from initial sourcing and solicitation through procurement, contracting, and finally to payment and disbursement processes. We strive to facilitate seamless operations with a focus on delivering timely and value-added assistance.
William & Mary Supply Chain Services is dedicated to offering comprehensive support for all procure to pay requirements – encompassing goods, services, and construction needs. Our commitment to quality, value and service extends from initial sourcing and solicitation through procurement, contracting, and finally to payment and disbursement processes. We strive to facilitate seamless operations with a focus on delivering timely and value-added assistance.
Position Summary
The Procurement Systems Support Specialist position will be primarily responsible for the interface of the three online procurement systems, the university’s Enterprise Resourcing Planning (ERP) system, and eVA, (Commonwealth of VA electronic procurement system), and the university procure-to-pay system.
Reporting to the Director of Supply Chain Systems, the Procurement Systems Support Specialist oversees the procure to pay system administration within the procurement tenants and supplier diversity initiatives.
Specific responsibilities include (but not limited to):
Reporting to the Director of Supply Chain Systems, the Procurement Systems Support Specialist oversees the procure to pay system administration within the procurement tenants and supplier diversity initiatives.
Specific responsibilities include (but not limited to):
- Day-to-day management of enterprise-wide systems/websites to include: procure-to-pay (P2P) systems – including sourcing, contracting, procurement and vendor management
- Learning Management System for Supply Chain Trainings
- Perform updates/enhancements to the department websites outside of the university’s website
Maintain comprehensive procedures for integration issues/troubleshooting for P2P and ERP integrations and address needed updates timely.
Complete dashboard reporting, create scheduled reports for university departments and SCS needs, and other ad hoc reporting as needed
Maintain and Update W&M’s P2P system’s security plan as technologies and process change and/or when P2P System’s security policies change.
Conduct and certify quarterly and annual eProcurement System user deactivations in compliance with W&M’s eProcurement System security plan.
Manage and communicate system upgrades to all campus P2P system users
Provide system administrator support for the online supply chain trainings within the university’s learning management system.
Demonstrate compliance during Auditor of Public Accounts (APA) audits and internal audits as needed.
Participate in program strategic planning and growth
Conditions of Employment
This position is subject to additional hours beyond the typical work week to include evenings and weekends based on the needs of the business.
Essential Designation
No
FLSA
Exempt
Position Restricted?
No, this is a continuing E&G funded position and not term-limited
Position Term
12-Month
Position Months
Staff: Other (specify pay period start/end dates) - 12 month
Required Qualifications
- Bachelor’s Degree in Business or other related field or the equivalent combination of education, training and or experience.
- Knowledge of procurement regulations and processes. Familiarity of supplier diversity relations.
- Strong working knowledge of various software applications to include: Workday or similar based systems, MS Office Suite (Word, Excel, PowerPoint and Outlook). Proven ability and skills set to learn new technology quickly; and utilizing systems effectively.
- Proven problem-solving skills to include the ability to independently identify and troubleshoot systems or other related issues.
- Strong attention to detail, accuracy in daily work with the capacity to manage multiple priorities.
- Strong interpersonal, oral and written communication skills, with a strong customer service orientation, with the ability to create and deliver trainings in various formats including but not limited to live group training, web based interactive and online self-paced trainings, as well as individualized one-on-one trainings as needed.
- Strong proficiency in a variety of software applications, particularly with MS office with advanced level proficiency in Word and Excel and working knowledge of PowerPoint. Strong analytical skills with the ability to compile data and produce reports.
- Experience with procurement processes or on-line ordering/purchasing systems.
- Demonstrated advanced-level experience with MS Word and MS Excel. Experience using PowerPoint.
- Experience compiling data and generating reports.
Preferred Qualifications
- PMI PMP certification is preferred.
- Strong working knowledge of oracle or similar ERP (module-based system) is highly preferred.
- Strong working knowledge of SPCC (Small Purchase Credit Card) is highly desirable.
- Demonstrated skills in writing desk procedures is a plus.
- Substantive experience with Workday, including Workday Reporting, and Jaggaer is highly desirable.
- Demonstrated experience with report writing, extracting and analyzing data is strongly preferred.
- Experience writing desk procedures is desirable.
- Experience with integrating automated systems to support and improve critical business functions.
- Prior experience with Supplier Diversity relations, business Purchasing Card programs and developing/delivering trainings is a plus.
Is the position remote work eligible?
Hybrid (works remotely at least 1 day per week but not full-time)
Remote Work Disclaimer
Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.
Advertised Pay Range
Up to $50,000, commensurate with experience.
Advertised Pay Range Statement
All hiring rates are commensurate with relevant experience up to the advertised amount considering internal alignment.
University Salary Range
U10
Benefits Summary Statement
William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).
Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/uhr/benefits/index.php?type=none
Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/uhr/benefits/index.php?type=none
Job Open Date
02/07/2025
Review Begin Date
03/01/2025
Job Close Date
Open Until Filled
Yes
Special Application Instructions
Background Check Statement
William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.
EEO Statement
William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The university is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.
Salary : $50,000
