Procurement Specialist
About the role
This position serves as the primary point of contact for the University's day-to-day procurement activities, providing purchasing support, procurement guidance, and exceptional customer service to the campus community.
Responsibilities
- Procurement Operations & Purchasing (45%)
- Review, process, and monitor purchase requisitions for completeness, accuracy, and compliance with University policies and procedures.
- Create and issue purchase orders, purchase order amendments, and change orders within the University's ERP system.
- Review procurement requests to ensure the appropriate procurement method is utilized based on applicable laws, regulations, policies, and delegated purchasing authority.
- Obtain quotations for informal procurements and assist departments with low-dollar sourcing activities.
- Cook up and coordinate with departments to resolve requisition deficiencies, funding issues, missing documentation, and purchasing questions.
- Maintain complete and accurate procurement records in accordance with University record retention requirements.
- Cook up and coordinate with suppliers regarding purchase orders, delivery schedules, order status, and routine purchasing matters.
- Maintain complete and accurate procurement records in accordance with University record retention requirements.
- Cook up and coordinate with departments to resolve requisition deficiencies, funding issues, missing documentation, and purchasing questions.
- Obtain quotations for informal procurements and assist departments with low-dollar sourcing activities.
- Review procurement requests to ensure the appropriate procurement method is utilized based on applicable laws, regulations, policies, and delegated purchasing authority.
- Create and issue purchase orders, purchase order amendments, and change orders within the University's ERP system.
- Review, process, and monitor purchase requisitions for completeness, accuracy, and compliance with University policies and procedures.
- Customer Service & Supplier Support (30%)
- Serve as a primary point of contact for procurement-related questions from faculty, staff, and suppliers.
- Provide guidance regarding procurement procedures, purchasing methods, procurement timelines, and required documentation.
- Cook up and coordinate with supplier onboarding requests and supplier profile updates.
- Aid suppliers with onboarding requirements and procurement-related inquiries.
- Build collaborative relationships with campus departments to promote efficient and compliant purchasing practices.
- Cook up and coordinate with Accounts Payable, Budget, and other administrative offices to resolve purchasing-related issues.
- Refer Purchasing Card and travel-related questions to the Travel & Purchasing Card Specialist, as appropriate.
- Cook up and coordinate with Accounts Payable, Budget, and other administrative offices to resolve purchasing-related issues.
- Build collaborative relationships with campus departments to promote efficient and compliant purchasing practices.
- Aid suppliers with onboarding requirements and procurement-related inquiries.
- Cook up and coordinate with supplier onboarding requests and supplier profile updates.
- Provide guidance regarding procurement procedures, purchasing methods, procurement timelines, and required documentation.
- Serve as a primary point of contact for procurement-related questions from faculty, staff, and suppliers.
- Procurement Compliance & Continuous Improvement (15%)
- Review procurement transactions for compliance with University policies, Board of Governors regulations, State of Florida statutes, and other applicable requirements.
- Identify incomplete or non-compliant procurement requests and assist departments in resolving issues prior to processing.
- Support internal and external audits by maintaining procurement documentation and responding to information requests.
- Assist with procurement reporting, operational metrics, and data analysis.
- Recommend improvements to procurement processes, forms, workflows, and customer service practices.
- Aid with development and maintenance of procurement procedures, templates, and standard operating procedures.
- Recommend improvements to procurement processes, forms, workflows, and customer service practices.
- Assist with procurement reporting, operational metrics, and data analysis.
- Support internal and external audits by maintaining procurement documentation and responding to information requests.
- Identify incomplete or non-compliant procurement requests and assist departments in resolving issues prior to processing.
- Review procurement transactions for compliance with University policies, Board of Governors regulations, State of Florida statutes, and other applicable requirements.
- Systems, Training & Department Support (10%)
- Utilize Workday and other procurement systems to process purchasing transactions and maintain procurement records.
- Aid with testing, implementation, and enhancement of procurement-related systems and workflows.
- Support the Director and Assistant Director with development of procurement training materials, job aids, and campus resources.
- Provide one-on-one guidance to departments regarding procurement processes and system navigation.
- Participate in departmental initiatives, special projects, and other duties as assigned.
- Perform other duties as assigned.
- Participate in departmental initiatives, special projects, and other duties as assigned.
- Provide one-on-one guidance to departments regarding procurement processes and system navigation.
- Support the Director and Assistant Director with development of procurement training materials, job aids, and campus resources.
- Aid with testing, implementation, and enhancement of procurement-related systems and workflows.
- Utilize Workday and other procurement systems to process purchasing transactions and maintain procurement records.
Qualifications
- High school diploma
- One (1) year of progressively responsible experience in procurement, purchasing, finance, accounting, business operations, or a related administrative function.
- One (1) year of experience providing customer service.
- In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered.
- Bachelor's degree in Business Administration, Public Administration, Supply Chain Management, Finance, Accounting, or a related field
- Preferred
- Experience in public procurement or higher education.
- Experience with enterprise resource planning (ERP) systems (e.g., Workday) and/or eProcurement platforms.
- Preferred
- Knowledge
- Knowledge of public procurement principles, purchasing methods, and procurement best practices.
- Knowledge of applicable federal and state laws, Board of Governors regulations, University policies, and procurement procedures.
- Knowledge of purchasing, supplier management, and procurement documentation requirements.
- Knowledge of enterprise resource planning (ERP) systems and procurement software, preferably Workday.
- Knowledge of financial controls, record retention, and public records requirements.
- Knowledge of Microsoft Office Suite and standard business software applications.
- Strong customer service and relationship management skills.
- Strong organizational and time management skills with the ability to prioritize multiple assignments.
- Strong analytical and problem-solving skills.
- Skill in reviewing procurement documents for accuracy and compliance.
- Skill in maintaining detailed records and preparing reports.
- Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and Teams.
- Ability to learn and effectively utilize enterprise procurement systems and related technology.
- Ability to interpret and apply procurement policies, procedures, and applicable regulations.
- Ability to process procurement transactions accurately while meeting established deadlines.
- Ability to establish and maintain effective working relationships with faculty, staff, suppliers, and other stakeholders.
- Ability to provide professional guidance and customer service in a collaborative environment.
- Ability to identify issues, exercise sound judgment, and recommend appropriate solutions.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Ability to work independently while contributing effectively as a member of a team.
- Ability to adapt to changing priorities and support continuous process improvement initiatives.
Required Licenses, Certifications, and/or Other Specific Requirements of Law
Must possess a valid driver’s license. This position requires a criminal background check, which may include a Level II screening as required by Florida Statute 435.04. This position is subject to federal and state privacy regulations.
Normal Work Schedule
This position is salary exempt. The normal work schedule is Monday – Friday, 8:00 a.m.-5:00 p.m., however, occasional overtime (weekends and evenings) may be required.
Target Hiring Salary
$50,200 - $54,000, commensurate with experience.
Location/Work Model
Full-time/On-site
Application Deadline Date
The position may be open for 14 days, with a minimum of 7 days. However, the review of applications will commence immediately.
Application Process
In addition to completing the online application, all applicants are required to upload the following as attachments to the application (preferably in PDF format):
- Cover Letter
- Resume
- Three (3) Professional References
If any of these three items are not included, you will not be considered for the position. References will not be contacted unless you are selected as a finalist for the position.
Diversity Statement
Florida Polytechnic University is an equal opportunity/equal access institution. It is the policy of the Board of Trustees to provide equal opportunity for employment and educational opportunities to all (including applicants for employment, employees, applicants for admission, students, and others affiliated with the University) without regard to race, color, national origin, ethnicity, sex, religion, age, disability, sexual orientation, marital status, veteran status or genetic information.
Employment-Based Visa Sponsorship
Note: Employment-based visa sponsorship will NOT be considered for this position.
Florida Poly Benefits Information
Florida Poly qualified employees have the opportunity to take advantage of a variety of health benefits (through the State of Florida) to help meet their specific needs, as well as the needs of their family. This comprehensive coverage includes flexible spending accounts, medical and life insurance, and worker's compensation. Health benefits are administered through People First, on behalf of the State of Florida, as pre-tax insurance plans. People First handles all new hire enrollments, coverage changes, premium administration, and dependent eligibility. Their Service Center is staffed Monday through Friday, from 8 a.m.–6 p.m. EST, at 1-866-663-4735.
Retirement
Florida Poly offers great options for retirement. From the required selection of a state plan to additional voluntary retirement plans, our employees have many opportunities to save and prepare for their future. Click Here for more information.
Other Benefits
- Annual Leave
- Sick Leave
- Employee Assistant Program (EAP)
Special Instructions Regarding Attachments
Required attachments are listed on each posting. Please be sure to attach all required documents in the Resume/CV field before continuing through the application. Once your application has been submitted, no changes may be made and additional attachments will not be accepted.