Simulation Procurement Specialist - ZIEL

Job Duties

• Procurement
• Reviewing, analyzing, and documenting procurement processes.
• Identifying opportunities for process improvement and cost effectiveness.
• Ensuring complete documentation in all required systems.
• Contributing to Institute staff training related to procurement and travel.
• Serve As The Primary Purchaser For The Institute
• Overseeing the end-to-end procurement process for all types of financial transactions.
• Initiating purchases, ensuring proper documentation, maintaining compliance with institutional rules and regulations, and reconciling all transactions.
• Generating new requisitions and purchase orders via the KUMC Workday system.
• Serving as the primary contact for University Accounts Payable.
• Processing invoice payment requisitions via Workday and confirming successful payment and fulfillment.
• Generating new requisitions and purchase orders via the University of Kansas Health System (UKHS) Workday system.
• Serving as the primary contact for UKHS Accounts Payable.
• Processing and confirming successful invoice payment.
• Serve As The Primary Sourcing Specialist For All Expenses
• Maintaining contact status with The University of Kansas Health System.
• Developing and maintaining relationships with supply chain professionals from various departments in the University of Kansas Health System.
• Developing and maintaining relationships with key vendors and suppliers.
• Partnering with internal subject matter experts to gather operational needs and specifications.
• Leading vendor identification and assessment.
• Evaluating cost, terms, quality, etc. to support strategic purchasing decisions for the Institute.
• Serve As The Primary Receiver For The Institute
• Tracking fulfillment of all purchases.
• Receiving all mail deliveries and packages.
• Cooking and coordinating distribution to appropriate team members.
• Managing any issues with receivables, including returns and refunds.
• Serve As The Primary Travel Coordinator For The Institute
• Confirming and communicating guidelines for Institute travelers.
• Cooking and coordinating travel arrangements, including managing data in travel systems and Workday.
• Preparing and securing spend authorizations for travel.
• Processing travel expense reports and reimbursements.
• Serve As A Collaborator For Financial Reporting
• Supporting Institute finance leads in anticipating expenses for budget forecasting.
• Cooking and coordinating across KUMC and TUKHS for shared expense management.
• Preparing reports for expense actuals.
• Shared Program Support
• Scheduling – Assisting with scheduling meetings, events, and programming, and maintaining assigned calendars.
• Administrative Support – Delivering administrative support as requested amid competing priorities and escalating issues when appropriate.
• Project Planning & Management – Utilizing project management systems to track and complete work, while participating as a project team member for special projects or activities as assigned.
• Resource Coordination – Engaging as a project team member for complex resource coordination and support activities that ensure team members have adequate resources, such as reserving rooms and equipment, restocking supplies, and updating related systems.
• Data & Compliance – Ensuring timely and accurate data entry and compliance documentation as directed.
• Event & Program Support – Providing logistical support for events and programs as directed such as catering, registration & check-in, room set-up, etc.
• Customer Service & Communication – Serving as the first point of contact for the institute for email, phone, and in-person communication. Responding to routine inquiries while escalating other requests as appropriate.

Required Qualifications

• Four (4) years of experience in procurement, accounting, payroll, logistics, supply chain, business, finance, or related field.
• Education may be substituted for experience on a year-for-year basis.
• Experience using Workday or other procurement software.
• Experience working in a government, healthcare, or higher education institution.
• Experience navigating management of complex resources.

Skills

• Communication
• Customer service
• Interpersonal skills
• Attention to detail
• Multitasking