Description
Department Description

The Procurement Service Center (PSC) provides leadership to the University of Colorado in the procurement of goods and services and in paying debts to vendors and travelers by combining sound business controls with efficient and timely service. The functional areas of the PSC include Purchasing Services, Strategic Sourcing, Supplier Relationship Management, Payable Services, Commercial Card Program, Travel Program, Small Business Program, Contract Services, and Procurement Systems. PSC is the system owner of CU Marketplace and Concur Travel and Expense.

Position Description

Do you like being the point of contact for a specific area of expertise? Are you detailed oriented, enjoy working with people, have an eye for compliance, and like troubleshooting data? Do you like the flexibility of working remote? If you answered yes to those, this is the position for you.

The Operations Specialist position is responsible for coordinating the supplier management system to onboard new suppliers and help suppliers maintain their existing records. This position will work with the entire Procurement Service Center (PSC) team - specifically Payables and Purchasing - to oversee the maintenance of supplier records, ensure compliance, and communicate with campus departments and suppliers. The person in this role will need to creatively solve problems and work with a wide variety of individuals (both internal and external customers) to resolve issues related to supplier management.

Who we are: The Procurement Service Center (PSC) serves the University of Colorado through leadership of high-quality services related to spend management, contracting, procure-to-pay and travel management activities, supporting the University’s mission of advancing research and knowledge, and state-of-the-art healthcare.

This position reports to the Customer Success Program Manager and is exempt from the State of Colorado Classified Staff System.

COVID-19
The University of Colorado has a requirement for COVID-19 vaccinations and full completion of the attestation form within the first 30 days after hire date.  Information regarding this requirement, and exemptions can be found at https://www.cu.edu/vaccine-requirement https://www.cu.edu/vaccine-requirement

Duties and Responsibilities

Operations

• Responsible for the day-to-day operation of the supplier onboarding program:
  • Approving suppliers into the PSC system
  • Coordinating with the Service Desk on issues that may arise with suppliers
  • Collection and verification of official documents
  • Maintenance and administration of supplier records and online supplier system
• Provide maintenance and oversight of the PSC supplier records and supplier database, ensuring accurate, complete, and up-to-date information for new and existing suppliers.
• Performs technical troubleshooting and data analysis to triage workflow, user permissions, and other problem reports.
• Process and approve requests for new suppliers and supplier registrations from CU departments
• Collaborate and advises customers suppliers and campus customers seeking to register with the CU supplier system.
• Validate and process requests for supplier changes, including address, supplier name, 1099 status, etc.
• Collaborate with the Accounts Payable team and Tax department on supplier related issues.
• Perform initial review of supplier W9/W8 submissions to ensure accuracy prior to supplier record entry into the financial system.
• Complete tax identification number (TIN) matching on all new suppliers.
• Maintain up to date reference materials for suppliers and campus customers.
• Back-up support and team player for essential processes within the operations team

System Maintenance

• Identify and has oversight of daily error queues and maintenance tasks to ensure proper functioning and integration of supplier records with PSC systems and the University’s financial and human capital management systems.
• Identify duplicate or inactive suppliers and potential errors in supplier classifications and work with suppliers to correct potential errors.
• Troubleshoot integration and sourcing errors between supplier management systems and rectify.

Testing

In coordination with the Procurement Technology and Business Intelligence team, participate in testing of financial system updates and PSC system software releases and enhancements with regard to supplier maintenance, reporting any issues and recommendations.

Process Improvement

• Assists with implementations of changes to operations processes, and makes recommendations where necessary.
• Contribute ideas toward the continuous improvement of processes within area of influence.
• Works with stakeholders and functional managers to recommend improvements to system configurations. May participate in analyzing or testing technical configuration and workflows changes for systems to perform in-depth technical troubleshooting and solutioning.
• Assist suppliers in using the Supplier Portal to update their records.

Special Projects

• Work on special projects as assigned

Who we are and What we offer

Who we are: System Administration, which also houses the Office of the President, is located in the uptown neighborhood of Denver with a few smaller offices located on the campuses. However, this position is has been approved for a Hybrid working arrangement in Denver, as well as remote. Many of our departments support the educational and research missions of the four University of Colorado campuses, but System Administration is not considered a campus. We provide diverse opportunities for professional development, innovation, and collaboration with talented staff and faculty.  Learn more about CU System Administration.

What we offer:

Salary: The anticipated hiring range has been established at $55,000-$60,000

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training. The above salary range (or hiring range) represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Benefits: The University of Colorado offers an excellent benefits package including:

• Medical: Multiple plan options
• Dental: Multiple plan options
• Additional Insurance: Disability, Life, Vision and Wellness
• Retirement 401(a) Plan: Employer contributes 10% of your gross pay
• Paid Time Off: Accruals over the year
  • Vacation Days: 22
  • Sick Days: 15
  • Holiday Days: 10
• Tuition Benefit: System employees have the benefit on all campuses 
• ECO Pass: RTD Bus and light rail service
• Additional Perks & Programs: Click here to access a few more Perks and Programs

Click here to access our Total Compensation Calculator to see what your total rewards could be at CU. This position is a University Staff position.

Additional taxable fringe benefits may be available.

More information on benefits programs, including eligibility, is available at www.cu.edu/employee-services/.

Knowledge, Skills, and Abilities

Oral, written, listening, and interpersonal skills (including the ability to facilitate interaction, communication, and teamwork between others), along with excellent comprehension skills
• Collaboration skills, including the ability to work (in-person and remotely) with others from different areas and backgrounds to reach a common goal
• Computer skills, including proficiency in Microsoft Office Suite, along with the ability to research and implement new software/tools to advance office goals and business processes
• Organizational skills, with the ability to work under pressure, manage multiple concurrent/competing projects, and adapt to changing priorities while maintaining personal effectiveness and strong customer service
• Critical thinking skills, including the ability to identify problems, questions, and assumptions; establish significance; and develop new ideas and initiatives that improve the performance of the organization
• Customer service skills, including the ability to actively listen, address customer needs, defuse tense situations, and maintain an open, flexible, and friendly demeanor
• Ability to work independently in a highly dynamic, flexible, and fast-paced environment
• Ability to learn technical, policy, and procedural information quickly and to retain it well

Qualifications
Minimum Qualifications:

Please ensure your resume includes any and all relevant experience to be accurately assessed against these qualifications.  You must meet all minimum requirements listed at the time of application to be considered for this role.

• Three (3) years of experience in accounts payable, procurement, customer service, or another related field
• Bachelor’s degree from accredited college or university (experience may be substituted on a year-for-year basis)

Preferred Qualifications:

• Five (5) years of experience, as stated above
• Experience in and knowledge of general procurement practices.
• Experience with procure to pay business processes.
• Experience with eProcurement and ERP Financial systems, including Jaggaer and Peoplesoft.
• Professional experience in a higher education institution.
• Salesforce or similar CRM experience
• Experience with MSO suite (or related application).

Job Category: Information Technology
Primary Location: Denver
Schedule: Full-time
Posting Date: Jul 8, 2022
Unposting Date: Ongoing