Business Office Purchasing Operations Specialist

Position SummaryThe Purchasing Operations Specialist is responsible for managing and optimizing the Universitys procurement operations with a focus on vendor onboarding e-procurement system administration and front-end purchasing role serves as the central point of coordination for vendor management procurement workflows and system support ensuring accuracy compliance and efficiency across the purchasing lifecycle. The Specialist plays a key role in maintaining internal controls improving user experience and supporting audit readiness by strengthening processes upstream of payment and financial Duties & ResponsibilitiesVendor Management & ComplianceOwn the vendor onboarding and maintenance process including setup in Colleague and SHU eBuyEnsure completeness and accuracy of vendor records including tax documentation banking information and compliance requirementsCoordinate vendor activation processes including Paymode enrollmentMaintain tax-exempt certificate documentation and support vendor-related compliance requirementsSupport audit requests and reporting related to vendor activity and controlsE-Procurement System Administration (SHU eBuy / Unimarket)Serve as the primary functional owner and operational contact for the Universitys e-procurement systemManage procurement workflows configurations and user access in coordination with ITMonitor system performance and resolve user issues escalating technical concerns as neededMaintain and update system content including catalogs punchouts and formsTrack system usage and identify opportunities to improve adoption and efficiencyProcurement Intake & Front-Line SupportServe as the primary point of contact for purchasing-related inquiries and system supportMonitor and respond to procurement and SHU eBuy support requestsProvide guidance to faculty and staff on purchasing policies procedures and system navigationSupport training efforts and develop user-facing documentation and resourcesProcurement Controls & Requisition ReviewPerform quality control for prepaid requests catch-all requisitions and other high-risk transactionsSupport compliance review for specialized requisitions (e.g. entertainers tax-related requests) in coordination with appropriate departmentsEnsure adherence to internal controls including segregation of duties and approval workflowsPO Lifecycle Management & MonitoringMonitor and follow up on open purchase orders punchout transactions and outstanding commitmentsCoordinate periodic cleanup activities including closure of blanket and inactive purchase ordersPartner with departments to resolve outstanding purchasing issues and ensure timely processingMaintain reporting and tracking of procurement activity and outstanding itemsProcess Improvement & ReportingIdentify opportunities to improve procurement processes workflows and system functionalityDevelop and maintain standard operating procedures and training documentationSupport purchasing analytics and reporting to improve visibility into procurement activityAssist with internal and external audit requests and documentationKnowledge Skills Abilities & Other AttributesEducation / ExperienceBachelors degree in Business Finance Accounting or a related field preferred or equivalent experienceExperience in procurement vendor management or financial operationsExperience with ERP and e-procurement systems (Ellucian Colleague and Unimarket preferred)Skills / CompetenciesStrong attention to detail and commitment to data accuracyKnowledge of procurement processes internal controls and compliance practicesAbility to manage multiple priorities in a deadline-driven environmentStrong problem-solving skills particularly in system troubleshootingEffective communication and customer service skillsKey AttributesService-oriented and collaborative approachStrong sense of ownership and accountabilityAbility to balance operational execution with process improvementCommitment to maintaining confidentiality and data integrity