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

Duties Responsibilities

• Procurement and Contract Management
  • 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.