Procurement Coordinator

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Department: Controller's Office
Work type: Staff Full-time Exempt
Location: Alabama
Categories: Administrative - Professional

The Procurement Coordinator will be responsible for coordinating activities involved in the acquisition, at optimum balance of cost, quality, and supplier services, of all materials and services necessary for the University’s operating needs, while keeping in accordance with the University policy and State and Federal laws. Become knowledgeable about market conditions and trends, formulating short- and long‑term strategies to ensure quality and continuity of supply while minimizing total cost.

Interview prospective suppliers, process Requisition s, issue Purchase Orders, maintain and update vendor files, and write articles for the department newsletter. Assist departments as needed in writing complex bid specifications and proposals.

• Serve as Team Leader to address minor day-to-day issues concerning the other Procurement Services Staff.
• Assist the University community concerning any questions and correspondence pertaining to purchasing to assure that purchases conform to the policies of the University, State, and Federal laws.
• Analyze, formulate, interpret, and coordinate procurement proposals.
• Submit requests for competitive quotations when dictated by industry standards, judgment, or as required by University policy.
• Analyze data regarding competitive bids and present the buying option to University departments in support of fact‑based decision-making. Exercise signature authority as delegated.
• Target cost savings and cost avoidance.
• Map and analyze procurement processes; develop methods to improve or reduce processing time and the number of transactions.
• Follow documented procedures as they relate to procurement functions; use the experience to guide departments for the best total cost of ownership and most efficient use of the supply chain.
• Work under indirect supervision, but has the authority to make decisions in accordance with University policies and State and Federal laws.
• Purchase Orders are prepared or processed on a daily basis.
• Advise management of market conditions and supplier base activity that could affect pricing and delivery.
• Evaluate suppliers through methods such as supplier visitation and various objective performance measurements including on‑time delivery, service, and price performance.
• Review special educational pricing agreements prior to forwarding them to the Office of Counsel.
• Develop alternate sources to ensure continuity of supply, consistency of quality, and competitive pricing.
• Be aware of non‑price considerations.
• Submit monthly reports to Director/Assistant Director/Strategic Sourcing Manager on substantial savings, vendor and department consultation, and other important matters of interest.
• Participate in Year‑End Closing Activities as assigned.
• Determine potential vendors to be solicited for strategic sourcing or approve selected vendor; understand the importance and use of supplier diversity and sourcing strategies. Involved in assessment of supplier quality, manages supplier development programs, and understands appropriateness of partnering with suppliers.
• Confer with supplier representatives regarding cost, specifications, inspections, and similar constraints related to University requirements; conduct supplier site visits as needed.
• Exhibit skill in supplier selection, quality audits, and contractual dispute resolution.
• Accountable for purchase requisition, purchase order comparison, appropriate record development, vendor research, expediting follow up, and rental and/or leasing of services and supplies in order to provide the University with the best purchasing services available.
• Approve purchase orders up to the assigned limit and approve those of the Procurement Staff up to the assigned limit.
• May serve as liaison officer to ensure fulfillment of obligations by contractor. Address and resolve complaints and concerns.
• Consolidate requirements and develop most suitable method of purchase such as purchase order, contract, blanket order, and supplier stocking arrangements.
• Assist with…