Purchasing Specialist

Job Description: Under the direction of the Director of Purchasing and Contracts the Purchasing Specialist assists in managing the daily operations of the Procurement Office including primary responsibility for the operational oversight of the procurement function including the Universitys Pcard program in compliance with Federal and State regulations and Arcadia University policies and procedures.

The Purchasing Specialist will support the Director in matters relating to University purchasing and serve as a backup in the absence of the Director. The Purchasing Specialist also assists with promoting a customer service oriented team and aides in providing the necessary support and training to the Purchasing staff and Arcadia community to ensure excellent customer service and knowledge within and outside of the department. The Purchasing Specialist will be solutionoriented and solves problems. They will review and coordinate complex and simple multiterm purchase requests in accordance with University policies. The Purchasing Specialist will also serve as the PACC (Philadelphia Area Collegiate Cooperative) representative for the University. Supervisory oversight will include student workers as needed.

Location: Glenside

Responsibilities:

• Reviewing coordinating and entering of complex and simple multiterm purchase requests for the University
• Assisting in obtaining quotes or competitive bid solicitations
• Reviewing and evaluating contracts and other associated documentation issuing award letters negotiating change orders
• Participating in trade shows and community functions related to purchasing
• Interfacing with faculty staff researchers and external account representatives
• Oversight of the pcard office supply and Amazon Business programs

Detailed Duties and Responsibilities:

• Provide direct supervision for the procurement process including ensuring accuracy comprehensiveness and proper documentation for procurement processes.
  
• Provide/assist in training of office staff and the University community about procurement processes.
  
• Act as point of contact for the department in the Directors absence and provide support to the Director for the daytoday operation and supervision of the department.
  
• Review approve and process purchasing requests via purchase requisitions for goods or services to ensure compliance with the institutions purchasing procedures including the competitive bid policy compliance with regulations accessibility and data protection security. Prepare and process purchase orders for review and approval. Transmit to suppliers once finalized.
  
• Responsible for the overall management development audit and controlled expansion of the Universitys Procurement Card (P Card) Program.
  
• Responsible for the overall management development and controlled expansion of the Universitys Centralized Amazon Business Account.
  
• Oversee the office supply online ordering process and coordinate vendor interactions and on campus office supply shows. Expand the online ordering catalogs for the user community.
  
• Assist in financial and compliance audits.
  
• Exercise discretionary judgment with regard to special circumstances and problem resolution in consultation with the Director.
  
• Propose write and implement Policy and Procedure changes as part of continuous improvement of the Offices workflow. Seek out and implement process improvements for the Procurement Office.
  
• Maintain a standard of superior service to all customers.
  
• Fosters and maintains positive relationships and works collaboratively with faculty staff students and vendors.
  
• Assist the Director with the business review of contracts/agreements for the University.
  
• Responsible for maintaining an accurate open purchase order listing and accurate encumbrance balances including periodic reconciliations.
  
• Serve as the PACC consortium liaison for the University as well as participate in other University committees.
  
• Participate in institutional training outreach user training and community sponsored trade shows for presentation of procurement offerings and university policies including those relative to minority and women owned small businesses; attends purchasing meetings seminars and community functions related to procurement.
  
• Advises University customers on processes and behavior to receive optimal cost quality delivery and reliability performance from suppliers.
  
• Promotes social responsibility programs and improves the Universitys awareness engagement and support of global citizenship and community outreach initiatives.
  
• Find new supply sources; maintain relations with suppliers. Assist in developing and implementing a comprehensive supplier diversity program.
  
• Provides leadership and guidance to ensure University procurement practices are fair and aligned with university goals competition supplier diversity environmental sustainability and social responsibility goals.
  
• Progressively gains influence over highly decentralized campus procurement spend through trust filled relationships.
  
• Perform other miscellaneous duties as assigned.

Qualifications:

Required Knowledge Skills and Abilities:

• Advanced knowledge of procurement functions and principles. Demonstrated understanding of procurement best practices. Knowledge of financial and accounting principles and procedures as related to purchasing services.
  
• Knowledge of many systems required to successfully complete Procurement procedures.
  
• Strong ability to perform internet research as it relates to procurement of products needed to service the university community.
  
• Ability to work effectively with minimal supervision at times have initiative and be a selfstarter.
  
• Demonstrated skill in relationship building with new and existing vendors.
  
• Ability to resolve customer complaints and concerns.
  
• Ability to investigate and analyze information draw conclusions and offer creative solutions to solve problems.
  
• Contract management experience.
  
• Procurement card software experience.
  
• An intermediate to high level of proficiency with Microsoft Excel and experience with other Microsoft applications as well as Google Suite including Gmail and Google Calendar.
  
• Must be able to work collaboratively across disciplines set priorities make decisions and work both independently and as part of a team.
  
• Strong verbal and written communication skills and able to relate well within a higher education environment to communicate and deal with all levels of constituents in a diverse community.
  
• Ability to develop present and implement University policy and procedures.
  
• Demonstrate good judgement and the ability to maintain confidentiality concerning purchases or financial matters.
  
• The position requires a wellorganized individual excellent attention to detail and a high level of accuracy in order to maintain the highest quality standards and excellent customer service.
  
• Willingness and enthusiasm to learn new software and apply it to the day to day job functions.
  

Supervision:

• Received: From the Director of Purchasing and Contracts
  
• Given: Responsible for their own work and supervision over the work of student workers.
  

Minimum Qualifications:

• Minimum of a Bachelors Degree in Supply Chain Management or Businessrelated field required. Associates Degree would be considered with relevant work experience.
  
• Position requires a minimum of 3 years purchasing experience preferably in a higher education or notforprofit environment.
  
• Strong hands on procurement abilities.
  
• Experience with a procurement card program is a plus.
  
• Experience with an ERP system Microsoft Dynamics preferred or an eprocurement system is a plus.

Application Instructions:

• Applications must be submitted online through Arcadias Human Resources portal to receive full consideration. Please do not email application materials to the hiring manager. Due to the volume of applications received communication will generally be limited to candidates selected for additional consideration.
• Application review will begin immediately. Posting will be removed from the website once weve established a sufficient talent pool for consideration.

Arcadia University is a topranked private University in Greater Philadelphia that provides a valuesbased authentic educational experience by placing students at the center. The Institute of International Education has consistently ranked Arcadia first in the nation for study abroad and the Princeton Review has ranked Arcadia among the Best in the Northeast for 10 consecutive years. The Universitys graduate programs in Physical Therapy Physician Assistant Education and Public Health are nationally ranked in their respective categories by U.S. News & World Report which cites Arcadia for being among the top study abroad programs and a top performer for social mobility. Arcadia is home to a closeknit and welcoming community that supports students throughout their journey. Arcadias quality academic programs unique approach to a liberal arts education and supportive community guide students toward degree completion and career success. Learn more about our vibrant community at .

We welcome candidates who can contribute to the diversity and excellence of our community. The successful candidate will demonstrate examples of ways they will incorporate our values in their work.

Arcadia actively seeks and welcomes candidates of diverse backgrounds and abilities. Arcadia prohibits discrimination against individuals on the basis of ethnicity national origin ancestry race color religion creed sex gender marital status affectional or sexual orientation age gender identity military or military veteran status disability family medical or genetic information or any other legally protected characteristic. All offers of employment are conditional based on the successful completion of a background check. Employment may not begin until the University accepts the results of the background check.

Arcadia offers a competitive benefits package that includes excellent healthcare generous tuition benefits for employees and their families retirement benefits health and wellness programs and resources and much more.