Sr. Procurement Specialist
Scope of Job
To provide advanced professional advisory and technical skills necessary in the procurement process to acquire supplies, equipment, and services required by the institution in compliance with all applicable laws, rules, regulation, policies and procedures. Primarily responsible for performing various tasks related to the Procurement Cycle from procurement planning through order fulfillment for complex procurements including institutional master supply/service agreements and licensing and leasing agreements. Assist in the operational planning and administration of an assigned service area(s).
Description of Duties
• Administers and directs strategic procurements and discretionary and nondiscretionary competitive bids, including conducting pre-proposal and/or pre-bid conferences, conducting evaluations and determining best value, analyzing supplier responses, creating tabulations and related procurement documentation, and making recommendations for award.
• Prepares, reviews, and analyzes procurement reports to assist with development of procurement management strategies.
• Directly coordinates with appropriate staff, various University departments, UT System (as applicable) and pertinent contractors at all stages of the procurement process to ensure best value is secured in accordance with all applicable State, System, and University procurement regulations, polices, and procedures.
• Provides guidance and support to staff, program managers, principal investigators and faculty in the area of procurement including, but not limited to, reviewing the financial terms and conditions of agreements; ensures appropriateness documents for solicitation, contract renewals, extensions and modifications in accordance with Customer requests and purchasing management.
• Interprets and ensures departmental compliance with federal, state, and local policies including internal UTRGV policies and procedures.
• Prepares statements, reports, projects, estimates, and/or projects as requested.
• Resolves issues/problems that arise with the campus community and/or vendors.
• Functions as an effective liaison between University departments and related contracting entities, and provides direction to University representatives in purchase order negotiations.
• Reviews University spend reports for assigned commodities and identifies potential strategic sourcing initiatives or spend trends and patterns.
• May leads or supports internal teams and task forces, providing functional expertise and guidance on the procurement systems and business processes that may include training purchasing staff as required.
• Maintains supplier and/or supply e-catalogs; creation of and maintenance of item master database records.
• Maximizes usage of contractual item(s) or supplier opportunities; identify possibilities for process improvement, service enhancement and/or cost reductions.
• Reviews and analyzes a range of contracting scopes of work and/or specifications, and researches, redrafts, and develops scope documents as necessary to establish clarity and to secure the best interests of the University; provide direction and leadership to University departments in developing scopes of work/specifications
• Ensures opportunities in university contracts to HUB firms when expected value is of at least $100,000 including commodities, professional services, and construction.
• Coordinates with the Contracts Office and applicable departments on procurement solicitations that will result in formal agreements to ensure appropriate terms are included in the solicitation, and the scope of work will effectively transfer to the agreement; develop resulting agreements.
• Coordinates and oversees purchase order execution and provides University departments with guidance on purchase order administration as necessary
• Promotes and develops end-user understanding of procurement procedures and processes through training and direct interaction; assists with, and conducts if necessary, University procurement training.
• Provides leadership, direction, and training to the different level of financial stakeholders within the university.
• Participates in testing and process validation, and serves on teams responsible for upgrades and enhancements to the ERP system.
• Modifies custom queries utilizing PeopleSoft Query or other reporting tools in collaboration with departmental staff. Prepare queries in response to open records requests and University of Texas (UT) System requests.
• Based on specialized area of assignment, may also perform the following duties:
o Meets with salespeople to review products or service offerings and also serves as a liaison between vendor community and end user departments on product updates.
o Assists in the preparation of statutorily required HUB reports.
o Provides assistance with basic coordination and marketing of HUB outreach events and represents UTRGV HUB Program Office at outreach events.
o Assists with promoting contracting and subcontracting to certified HUB firms.
• Performs other duties as assigned.
General supervision from assigned supervisor.
May supervise assigned staff.
Bachelor’s degree from an accredited University.
Bachelor’s degree in Business Administration or a closely related field from an accredited University.
Attainment of Professional Procurement Certification within 18 months of hire.
Three (3) years of purchasing experience.
Purchasing experience in a state agency, school, or University. Knowledge of State Purchasing Policies and Guidelines.
Use of standard office equipment.
Needs to be able to successfully perform all required duties. Usual office conditions.
Strong attention to detail.
UTRGV is an Affirmative Action/Equal Opportunity Employer that strives to hire without regard to race, color, national origin, sex, age, religion, disability, sexual orientation, gender identity or expression, genetic information or veteran status. UTRGV takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.