Purchasing Specialist

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning.

As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title
:
Purchasing Specialist

Job Profile Title
:
Business Administrator A

Job Description Summary

The Purchasing Specialist is responsible for managing all aspects of procurement, card activity, travel, and expense compliance within SP2 Finance. The position oversees purchasing, travel, and meeting card transactions, purchase order and non-PO processing, supplier onboarding, and Independent Service Provider (ISP) oversight. The Purchasing Specialist ensures that purchasing and expense activities comply with University policies and internal controls through ongoing monitoring, reconciliation, and enforcement.

In addition to day-to-day operations, this role actively participates in and collaborates with central Procurement and Purchasing Services, including contributing to focus groups, work groups, and policy discussions. The Purchasing Specialist also serves as the primary contact for procurement and travel inquiries and as a backup to the Payroll Specialist for timekeeping responsibilities.

All SP2 staff are required to participate in convocation and graduation ceremonies as needed.

Job Responsibilities

• Process and review purchase order (PO) and non-PO transactions, and manage supplier onboarding (new supplier requests, Apple One temporary staffing).
• Provide oversight of Independent Service Provider (ISP) processes, ensuring compliance with University policies and vendor setup requirements.
• Administer the Concur travel and expense system, including review and approval of travel requests and expense reports.
• Manage and reconcile all card activity (purchasing, travel, meeting, and other expense cards), including allocations, monitoring, and compliance.
• Monitor and reconcile procurement-related activity, including stale checks, encumbrances, and other compliance-related items.
• Serve as the primary contact for faculty, staff, and students on procurement, travel, and expense inquiries; manage SP2 Finance Zen Desk tickets to ensure timely resolution.
• Participate in University-wide procurement initiatives, focus groups, and policy reviews; serve as SP2 Finance liaison to central Procurement and Purchasing Services.
• Conduct regular audits of procurement and expense transactions, enforcing University policies, and support financial reporting/reconciliation activities as needed.
• Serve as backup timekeeper for weekly-paid staff.
• Perform additional duties as assigned, including participation in convocation and graduation ceremonies as needed.

Associate of Science and 2 to 3 years of experience or equivalent combination of education and experience is required.

• Demonstrated knowledge of purchasing, accounts payable, and travel and expense processes.
• Strong attention to detail, accuracy, and…