Procurement & Contracts Specialist (Open Rank: Intermediate – Senior)

at  University of Colorado

JOB SUMMARY:

The CU Department of Anesthesiology seeks a Procurement & Contracts Specialist, hereinafter referred to as “Specialist,” at the rank of either Intermediate Professional or Senior Professional, dependent on candidate experience, who is responsible for understanding University, CU Medicine, and Departmental procurement and contracting expectations, guidelines, and processes and developing and/or revising procurement and contracting workflows for increased departmental efficiencies. The Specialist will identify centralized resources and assist in developing department-specific resources for both procurement- and contract-related needs. The Specialist will work closely with managers to research, develop, and document internal policies and procedures and will communicate with the University and CU Medicine Procurement and Contracting teams, as needed.

Key Responsibilities:

• Perform a variety of procurement & contracts tasks in the various purchasing systems such as CU Marketplace, CU Med COR360, UCD and CU Med Concur expense systems; ensure execution for all procurement steps are completed timely and accurately and assist staff as appropriate through purchasing processes.
• Maintain departmental listing of staff access, permissions, and cardholder data for procurement systems (list of cardholders, limits, Marketplace roles, etc.)
• Assist with developing, implementing, and maintaining faculty Travel, Education, and Development (TED) Funds policies in collaboration with departmental managers
• Develop clear guidelines for travel requests and reimbursements including differing constraints based on entity, policies, and requirements for reimbursements.
• Work closely with SOM IT for all technology purchasing and maintenance of a comprehensive inventory process for technology and other items
• Assist with developing and maintaining departmental workflows for expense report standardization and accuracy; create standardized process flows that can be shared with other staff for utilization; as needed, perform expense report auditing and serve as delegate reviewer and/or approver for management.
• Assist with contract invoicing and payment tracking as well as provide first-pass review of contract language/key aspects to identify potential sections that require UCD or CU Med Legal review; facilitate process start to finish
• Work closely with managers and administrative staff to provide guidelines and processes for faculty consulting agreements

MINIMUM QUALIFICATIONS:

• A bachelor’s degree in business, business administration, finance, accounting, healthcare administration, public administration, information systems, or a directly related field from an accredited institution.
• Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor’s degree on a year-for-year basis.

Intermediate Professional:

• One (1) year of professional-level experience with duties in procurement, contracting, vendor relations, and/or finance

Senior Professional:

• Two (2) years of professional-level experience with duties in procurement, contracting, vendor relations, and/or finance

Applicants must meet minimum qualifications at the time of hire.

PREFERRED QUALIFICATIONS:

• 2+ years progressive experience in procurement, contracting, vendor relations, and/or finance or other related field(s)
• Experience using purchasing and/or contracting systems such as Concur, Marketplace, and COR360
• Experience working in higher education and/or an academic medical environment
• Familiarity with University and CU Medicine procurement and contract policies and procedures
• Experience with database development

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to effectively source, allocate, and control funds from various internal and external sources.
• Ability to establish work priorities, plan, organize, implement, and coordinate procurement, contract, and administrative activities.
• Ability to take direction and use independent judgment to proactively identify and address problems.
• Demonstrated ability to use and learn a variety of computer/web-based applications and programs and embrace the use of new technologies in the performance of routine and non-routine tasks.
• Ability to communicate effectively, both in writing and orally
• Ability to establish and maintain effective working relationships with a diverse population of employees at all levels throughout the institution
• Outstanding customer service skills
• Demonstrated commitment and leadership ability to advance diversity and inclusion
• Proficiency in computer applications including Microsoft Excel, Word, PowerPoint and Outlook
• Eagerness to learn, expand, and develop knowledgebase and skills

• Perform a variety of procurement & contracts tasks in the various purchasing systems such as CU Marketplace, CU Med COR360, UCD and CU Med Concur expense systems; ensure execution for all procurement steps are completed timely and accurately and assist staff as appropriate through purchasing processes.
• Maintain departmental listing of staff access, permissions, and cardholder data for procurement systems (list of cardholders, limits, Marketplace roles, etc.)
• Assist with developing, implementing, and maintaining faculty Travel, Education, and Development (TED) Funds policies in collaboration with departmental managers
• Develop clear guidelines for travel requests and reimbursements including differing constraints based on entity, policies, and requirements for reimbursements.
• Work closely with SOM IT for all technology purchasing and maintenance of a comprehensive inventory process for technology and other items
• Assist with developing and maintaining departmental workflows for expense report standardization and accuracy; create standardized process flows that can be shared with other staff for utilization; as needed, perform expense report auditing and serve as delegate reviewer and/or approver for management.
• Assist with contract invoicing and payment tracking as well as provide first-pass review of contract language/key aspects to identify potential sections that require UCD or CU Med Legal review; facilitate process start to finish
• Work closely with managers and administrative staff to provide guidelines and processes for faculty consulting agreement