Procurement Administrator

Exs And 7

Essential Duties And Responsibilities

• Enforce Purchasing Policy and Procedures:
• + Review and approve Sole Source Justification and Bid Documentation Forms for department and school purchases
• + Perform post auditing of procurement activity by departments and schools
• Assist in the development and delivery of internal information/training sessions for staff and faculty
• Strategically source on behalf of the University (perform Invitations to Bid for NU-Q contracts ). This includes managing the entire bid process:
• Develop specifications, requirements, terms and conditions
• Solicit bids
• Analyze bid responses for responsiveness to requirements
• Coordinate evaluation committee consisting of other departments and schools
• Oversee site visits, where appropriate
• Solicit best and final offers and negotiate with finalists
• Award contracts to the vendor that offers the best value to the University
• Develop formal contract documents
• Contract Administration:
• Monitor contract compliance
• Monitor and track discounts and the receipt of rebates and reports, when applicable
• Validate that the University is receiving correct pricing
• Issue change notices
• Assist in promoting agreements to departments
• Generate spend analysis reports
• Regularly meet with contractors
• Mediate and resolve conflicts
• Assist with supplier diversity, which may include:
• + Seek out and evaluate potential supplier diversity vendors to promote to end users
• + Coordinate supplier diversity representatives from departments and schools
• + Periodically act as the University representative at various supplier diversity events
• + Assist with maintaining web site
• Assist with marketing of supplier diversity to NU-Q community and promote program awareness and education to NU-Q buyers.

Other Miscellaneous Duties

• Negotiate non-exclusive price agreements
• Review spend reports and identify contracting opportunities
• Meet with vendors to review relative product information, price, and service
• Assist with documenting NU-Q processes and procedures
• Assist with planning of NU vendor show
• Assist in handling general issues and problems communicated to NU-Q B&F by departments (reported on B&F ticketing system or in person)
• Prior to ‘go live’ of new systems, participate in user acceptance testing and training
• Provide backup support to the B&F Manager, Procure to Pa y

Minimum Qualifications (education, Experience, Certifications, Skills)

• Bachelor’s degree in business or a related field required.
• Two to four years of purchasing experience, preferably in higher education, or equivalent experience in a related service industry.
• Strong organisational, time management, negotiation, and contract development skills.
• Knowledge of specific commodities or services.
• Experience in conducting and developing training sessions.
• Excellent oral and written communication skills.
• Ability to interact effectively with internal stakeholders and suppliers.
• Advanced skills with Microsoft Office products.
• Experience working in a team environment.
• Ability to compile and analyse data, and to demonstrate sound judgement and decision-making in recommendations based on that analysis.
• Demonstrate sound judgement regarding purchasing decisions and internal processes and procedures.

Preferred Qualifications (Education, Experience, Certifications, Skills)

• Professional purchasing certification.
• Exhibit continual improvement as a procurement professional by attending relevant training courses and seminars/conferences.
• The target budgeted salary for this position is $63,079 to $78,849 annually.
• Offers will be based on candidate experience and education, as well as equity within Northwestern University.
• *Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status.
• View Northwestern’s*
• *non-discrimination statement*
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• Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance.
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• *additional information on the accommodations process*
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