Purchasing Associate

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Job Category:

University Staff

Regular

Procurement Assistant

The Purchasing Associate is a part of the Division of Facilities Planning & Management (FP&M), Department of Physical Plant in the operational area of Stores at the University of Wisconsin-Madison. The Purchasing Associate position is responsible for coordinating and managing procurement activities in support of departmental operations. This position ensures timely acquisition of goods and services while maintaining compliance with university policies, state regulations, and established procurement procedures.

This role serves as a liaison between internal departments, suppliers, and stakeholders to support operational efficiency, inventory management, and strategic purchasing initiatives.

The Purchasing Associate exercises independent judgment in evaluating vendor options, analyzing pricing and product availability, and identifying cost effective purchasing solutions. The expected responsibilities of this role include processing purchase requests, obtaining quotes, managing supplier relationships, monitoring order status, resolving procurement issues, and maintaining accurate purchasing records. This position may also assist with contract coordination, inventory oversight, invoice reconciliation, and continuous process improvement efforts.

A qualified candidate will have strong organizational skills, attention to detail, communication abilities, and knowledge of procurement systems.

Ongoing/Renewable
Full-Time: 100% FTE
The work schedule is flexible and will be determined at the time of hire. Hours are generally scheduled Monday through Friday, typically within the hours of 6:00AM to 5:00PM. Occasional nights, weekends and holidays may be required for this position.

• Enters purchase orders and supplier information into financial system of record in compliance with established standards and with appropriate segregation of duties
• Maintains and files records in compliance with regulatory requirements
• Assists purchasing agents, buyers, and procurement specialists with editing and preparation of service agreements and one-time purchasing agreements using established forms and templates
• Provides response to questions from internal and external stakeholders
• Manages requisition-to-purchase order process including dissemination to suppliers and changes resulting in changes to financial encumbrances
• Prepares and monitors release of and responses to all types of solicitations
• Creates and maintains library of purchasing-related forms and templates

Division of Facilities Planning & Management (FP&M), Physical Plant, Stores

Stores serves as a resource to the Physical Plant by assisting in the process of providing excellent building services to campus and is responsible for the procurement of services and materials used by the Physical Plant Shops, Operations, and Power Plant staff for general maintenance, departmental requests, and small projects.

The Physical Plant is a department within Facilities Planning and Management (FP&M) on the UW-Madison campus. The Division of Facilities Planning & Management (FP&M) is a full-spectrum service organization that builds, maintains, and operates the physical environment of UW-Madison in the university's education, research, and outreach activities.

$23.00 hourly minimum

The minimum rate for this position is $23.00, but it is negotiable based on experience and qualifications.

This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please see below for more information. University Staff Benefits Summary.

• Experience working with suppliers, vendors, or distribution channels in a procurement or operational environment
• Knowle…