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Purchasing and Contract Specialist
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Position Number: 3937623
Location: Eugene, OR
Position Type: Business and Financial Management

Purchasing and Contract Specialist

Job no: 531335

Work type: Classified Staff

Location: Eugene, OR

Categories: Accounting/Finance, Administrative/Professional, Administrative/Office Support, Business Administration/Management, Human Resources

Department: Provost's Administrative Services Team (PAST)
Classification: Buyer 2
Appointment Type and Duration: Regular, Ongoing
Salary: $18.92 - $28.59 per hour
FTE: 1.0

Review of Applications Begins

Position closes March 13, 2023

Special Instructions to Applicants

Please include a resume with your UO application.

Department Summary

The University of Oregon is in the process of creating a shared services model for human resources across many areas of our campus. The Provost's Administrative Shared Services Team (PAST), a new shared service unit within the Office of the Provost (OtP) portfolio.
Within the Office of the Provost, the Provost's Administrative Services Team (PAST) will provide business and administrative services within the Office of the Provost portfolio. PAST provides high quality service to a diversity of units in the Office of the Provost, in the areas of: human resources, budget and finance, payroll, purchasing, contracting, travel, accounts payable/receivable, and grants management. PAST will ultimately provide administrative services for several organizations within the OtP portfolio including, for example: Division of Global Engagement; Environment Initiative; Jordan Schnitzer Museum of Art; Museum of Natural and Cultural History; Office of the Provost; Sport and Wellness Initiative; Undergraduate Education and Student Success; and University Libraries.

The units supported by PAST constitute a large business enterprise consisting of more than 1,500 employees and total operating expenditures of more than $73.5 million, all funds. PAST itself is projected to have an estimated 16 FTE.

Position Summary

The Purchasing and Contracts Specialist is responsible for purchasing a wide variety services and supplies to meet PAST client needs at the best possible price. This will include reviewing purchasing requests, processing accounts payable, securing bids, and contracting with vendors. They will comprehensively process all transactions from beginning to end, providing a high level of customer service and support, including advising units on determining purchasing needs and suppliers, and ensuring that requests are handled with efficiency and accuracy while adhering to university policy and applicable laws. They will provide investigation, technical advice, and consultation as a subject matter expert (SME) for purchasing, contracting, and accounts payable.

This position is responsible for the dissemination and communication of applicable procedures and practices to all PAST partner units' employees. In addition to creating internal processes that ensure compliance with local policy, and applicable laws and regulations, this position initiates and completes transactions related to contracts, accounts payable, and purchasing. This includes vendor relations and set up, contract and purchasing order processing, and assistance with requests for proposals or bids as needed. When doing so, it provides timely communications with both customers and the vendor to ensure timelines are met, and the process runs efficiently.

Maintaining a high level of professionalism, the individual in this position must be able to independently research, analyze, and report on various transaction requests and advise clients and PAST administrators accordingly. This position requires a commitment to maintaining the highest ethical standards within the department and university.

Additionally, this position provides back up to travel requests and other business operational transactions within the PAST Shared Services team.

Minimum Requirements

Two years of full-time purchasing experience which must include using purchasing practices, procedures, and techniques such as determining specifications, placing purchase orders, and processing requisitions: AND

Bachelor's degree in Business Administration or a closely-related field or three more years of relevant experience.

Professional Competencies

Proficiency with software and technology, including word processing and spreadsheets, and interest in using technology to improve processes.

Effective communication skills; ability to communicate professionally and appropriately with a variety of people.

Detail-oriented, a self-starter, and proactive; ability to prioritize and complete required functions with little supervision.

Strong organizational skills, ability to work successfully with multiple tasks and shifting priorities, both independently as well as in a collaborative team environment.

High level of interpersonal skills to handle sensitive and confidential situations with tact and diplomacy.

Ability to interpret laws, rules, policies, and procedures, and ability to apply these interpretations to specific, non-routine situations.

In-depth understanding of financial practices and knowledge of Federal and State rules and policies pertaining to public accounting and travel.

Ability to analyze systems, processes, and procedures, and recommend constructive changes.

Demonstrated ability to write and edit policies and procedures.

Ability to analyze, summarize and effectively present data.

Preferred Qualifications

Two or more years of experience in lead work for operations functions such as procurement, accounting, payroll, accounts payable, account reconciliation, and travel coordination.

Experience with the Banner financial system and Concur for Travel and Procurement.

Experience with higher education or government accounting.

Experience interpreting and applying laws, rules, and regulations, preferably in a college or university setting.

Experience analyzing financial data and providing recommendations or writing reports based on data findings.

Experience creating and effectively communicating changes in policy and procedure.

FLSA Exempt: No

All offers of employment are contingent upon successful completion of a background inquiry.

This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.

University of Oregon students and employees are required to be vaccinated against COVID-19. For additional information see: https://hr.uoregon.edu/uo-covid-19-vaccination-requirement-employee-process.

The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off. For more information about benefits, visit http://hr.uoregon.edu/careers/about-benefits.

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.

UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.

In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.

To apply, visit https://careers.uoregon.edu/en-us/job/531335/purchasing-and-contract-specialist