Business Procurement Specialist - Carl R. Woese Institute Genomic Biology

Business Procurement Specialist - Carl R. Woese Institute for Genomic Biology Job Summary

The Business Procurement Specialist manages procurement, contracting, and related financial processes for the Institute, ensuring compliance with University policies. The position serves as a resource to faculty and staff by providing guidance on purchasing, contracts, vendor management, and business operations while supporting efficient administrative processes.

• Facilitate procurement and contract activities for all Ledger 3 funds.
• Working closely with Principle Investigators and Administrative staff ensuring accuracy of purchases.
• Reviewing quotes, & requisitions for accuracy & completeness, ensuring compliance with University Policies, specific to Ledger 3 Self-Supporting Funds.
• Review, interpret and facilitate contractual documents such as maintenance agreements, Facility Use & Technical Testing Agreements and provide recommendations based on their terms.
• Act as a liaison between Principal Investigators, vendors, and relevant administrative units to support timely contract review and execution.
• Support the end-to-end procurement process, including purchase orders, sole source justifications, solicitations, standing purchase orders (SPOs), contracts, non-conforming orders, cancel-and-replace transactions, and vendor setup using systems such as iBuy, Contracts+, Banner, and P-Card.
• Coordinate with Purchasing and Payables to resolve on-hold or unpaid invoices and ensure timely vendor payments.
• Process Electronic Vendor Information Forms to support vendor onboarding.
• Assign fabricated equipment account codes for new research equipment and coordinate entity codes with accounting offices.
• Identify and mitigate potential risks associated with contracts and procurement activities.
• Maintain accurate, complete, and up-to-date procurement and contract documentation.

• Support departmental purchasing through P-Card transactions and ensure timely reconciliation in Emburse in compliance with institutional policies.
• Manager Reviewer for P & T Card transactions, ensuring accuracy of documentation and allowability is in compliance with University policies.
• Serve as back-up support for daily cash counts and deposits, and month-end change fund counts.

• Assist staff with compliance-related processes, including special payments, deposits, wire transfers, ACH payments, and foreign national payments.
• Provide procurement guidance and instruction to faculty and staff to ensure adherence to policies and procedures.
• Support onboarding and training of business office staff in areas of expertise.
• Assist in updating and maintaining business office procedures and process documentation.
• Maintain organized records and ensure work is completed accurately, efficiently, and on schedule.
• Provide backup coverage for in-person business office operations as needed.
• Perform additional duties as assigned to support departmental goals and organizational mission.

1. Bachelor's degree in business administration, management, or a field related to the position.

2. Two (2) years of professional business, financial, and/or managerial work experience.

(

NOTE:

A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.)

Five (5) years of demonstrated University procurement experience, working with Banner, iBuy, PCard, TCard, and Emburse.

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology.
• Knowledge of technology including electronic equipment, computer hardware and software, and their applications.
• Knowledge of basic arithmetic, algebra, statistics, and their applications.
• Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
• Ability to work collaboratively and communicate effectively as appropriate for the needs of the audience.
• Ability to work independently and effectively organize and prioritize multiple tasks.
• Ability to analyze and develop guidelines, procedures and systems to outline specific goals and implement plans to prioritize, organize, and accomplish tasks.
• Ability to analyze, interpret, and explain work related documents, policies, and procedures.

This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after 8/24/2026. The budgeted salary for this position is $50,000 to 60,000. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget…