Business Procurement Specialist - Carl R. Woese Institute for 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.

• Procurement and Contract Management
  • Facilitate procurement and contract activities for all Ledger 3 funds, working closely with Principal Investigators and Administrative staff to ensure accuracy of purchases.
  • Review quotes and requisitions for accuracy and 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.
• Finance
  • Support departmental purchasing through P‑Card transactions and ensure timely reconciliation in Emburse in compliance with institutional policies.
  • Serve as Manager Reviewer for P & T Card transactions, ensuring accuracy of documentation and compliance with University policies.
  • Act as back‑up support for daily cash counts and deposits, and month‑end change fund counts.
• Customer Service, Training, and Operational Support
  • 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.

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