Job location: Coral Gables, FL

Employment Type: Full-time
Posted data: 2019-06-25
Req: R100030083
Current Employees:
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Where Excellence Meets Purpose

The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.

With more than 16,000 faculty and staff, the University strives for excellence, and is driven by a powerful purpose to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value.  Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

The University has been named on Forbes's Best Employers list for two consecutive years, and is the only university in Florida to receive this honor.

The Assistant Buyer meets end users (customer) supply needs and the execution of timely and cost-effective purchases for the organization. The incumbent’s focus will be on the timely processing of requisitions and orders while providing excellent customer service. He/she has authority to place orders and confirm price structures within the spending limits assigned by the director of purchasing and in compliance with finance division guidelines.

Core Job Functions        
1. Reviews and authorizes of purchase orders to insure compliance with active contracts.
2. Recommends products to end users looking to maximize current/active in-place contracts.
3. Establishes regular, standing, blanket orders as maybe required under the direction of the Buyer and/or Senior Buyer.
4. Assures orders have proper authorization, account numbers, price, product /service description, delivery instructions and other terms and conditions.
5. Communicates with suppliers to validate information and finalize a business transaction (price, delivery, contract terms and conditions).
6. Evaluates departmental requests for contacted items, substitutions, or referrals to buyer or senior buyer.
7. Brings to the attention of buyer or senior buyer adjustments to the contracts that would improve the efficiency of ordering or intended to correct an error.
8. Works with other supply chain sections, updating databases to correct information as required. 
9. Recommends to buyer, senior buyer, sourcing, accounts payable, or value analysis improvements to be pursued with suppliers to create more EDI connectivity and automated transactions.
10. Determines most appropriate method of order placement in conjunction with the buyer.
11. Processes customer orders that are sent to supply chain.
12. Confirms that any and all orders processed are submitted to vendors without error.
13. Maintains proficiency in the use order management tools and requisition systems. 
14. Assists customers with questions and concerns, conducting remote end-user training when requested.
15. Answers phone calls from customers and suppliers ensuring the utmost customer service is provided to each and every individual.
16. Processes supplier confirmations that are sent to supply chain via electronic means.
17. Addresses customer issues and concerns via e-mail and/or phone call effectively and efficiently. 
18. Addresses customer receiving/distribution order issues utilizing appropriate databases by calling the supplier and/or utilizing other shipping carrier’s databases (i.e. UPS, FED-EX).
19. Cleanses customer special purchase order requests by verifying if the item requested is in the supply chain database system.

20. Processes rush orders for customers in a timely manner taking into consideration the nature of the rush request.
21. Works with logistics to process and/or coordinate returns as appropriate
22. Serves as a knowledgeable resource to support customers (clinical and administrative staff) with respect to product and contract information.
23. Maintains current knowledge of product changes/conversion, implementation details, and ongoing contract processes for those portfolios assigned.
24. Acts as a knowledge resource to support assistant buyers with regard to the management of price discrepancies and the appropriate selection of order placement structures (purchase orders, p-cards, ghost cards, and product return processes).
25. Adheres to University and unit-level policies and procedures and safeguards University assets.
26. Drives the department vehicle to make deliveries to University locations.

Core Qualifications    

Education:
•    High School diploma required, Associate’s degree in relevant field preferred.

Certification and Licensing:
•    Valid unrestricted Florida driver’s license.

Experience:
•    Minimum 1 year of relevant experience.

Knowledge, Skills and Attitudes:
•    Knowledge of generally accepted accounting procedures and principles.
•    Knowledge of budget control methods, policies, and procedures.
•    Ability to prepare financial and accounting records.
•    Ability to analyze, consolidate, and interpret accounting data.
•    Ability to compile, organize, interpret, and communicate accounting data and results concisely.
•    Ability to manage a budget and work within the constraints of that budget.

Department Specific Functions
1. Recommends University standard products to end users looking to maximize current/active in-place contracts.
2. Communicates with suppliers to validate information (price, delivery, contract terms and conditions).
3. Maintains proficiency in the use order management tools and requisition systems. 
4. Assists customers with questions and concerns, conducting remote end-user training when requested.
5. Answers phone calls from customers and suppliers ensuring the utmost customer service is provided to each and every individual.
6. Addresses customer issues and concerns via e-mail and/or phone call effectively and efficiently. 
7. Addresses customer receiving/distribution order issues utilizing appropriate databases by calling the supplier and/or utilizing other shipping carrier’s databases (i.e. UPS, FED-EX).
8. Processes rush quotes for customers in a timely manner taking into consideration the nature of the rush request.
9. Works with logistics to process and/or coordinate returns as appropriate
10. Serves as a knowledgeable resource to support customers (administrative staff) with respect to product and contract information.
11. Maintains current knowledge of product changes/conversion, implementation details, and ongoing contract processes for those portfolios assigned.
12. Adheres to University and unit-level policies and procedures and safeguards University assets.
 

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:

Full time

Employee Type:

Temporary

Pay Grade:

c102