Sourcing Specialist and Senior Sourcing Specialist

at  University of Virginia

University of Virginia Finance seeks applicants for Sourcing Specialists/Sr. Sourcing Specialists reporting to the Procurement Category Managers for Information Technology and Scientific Discovery, Services and Athletics, and Facilities Maintenance, Repairs, and Operations. Sourcing Specialists/Sr. Sourcing Specialists work as part of the University’s central Procurement team – Procurement and Supplier Diversity Services (PSDS). PSDS’s Strategic Sourcing team provides comprehensive buying services to University stakeholders through transactional and strategic processes across the three business categories. The University reserves the right to hire multiple candidates from this job announcement.

Ideal candidates:

• Have previous experience with procurement, operations, and/or negotiating and execution of contracts, preferably in a university or academic setting
• Demonstrate an ability to recognize and weigh business risks, think strategically, communicate effectively with high-profile stakeholders, and advance practical solutions that satisfy a range of sophisticated business needs.
• Possess a willingness and ability to support a diverse and inclusive work environment.

These positions require both independent initiative as well as an ability to fully engage in team collaboration for both administrative duties and overall process improvement activities. Work is primarily independent, and goals are set in coordination with supervisors.
These positions are currently eligible for teleworking, with the understanding that there is a strong preference for candidates who would be able to work in a truly hybrid manner (i.e., both in-person and remote). Candidates for the Facilities Maintenance, Repairs, and Operations Category may require more in-person time.

Responsibilities:

• Procurement Administration (60%)
• Sourcing Specialists –
• Performs cradle-to-grave functions for the procurement of goods and services with firms, while complying with State procurement laws and University policies and procedures. Proactively collaborates with internal and external stakeholders to determine best-value sourcing solutions that achieve cost savings and supplier diversity (namely small-, woman-, and minority-owned businesses) for the University. Assists University departments with procurement questions, contract administration, and resolution of vendor service complaints. Reviews and redlines proposed contract terms for review, and processes agreements consistent with University-preferred and required terms. Collaborates with multi-disciplinary teams as needed to ensure full compliance with University standards. Administers University contracts, analyzes purchasing trends, and meets individual and departmental goals. Places a high priority on customer service and balances needs for due diligence and quality of work with timely responses and problem-solving abilities. to claims, disputes, and requests for information.
• Sr. Sourcing Specialists – All of the above, plus:
• Acts as a main point of contact for Researchers and Academic senior leaders to help develop and assess business plans for the procurement of sophisticated goods and services. Executes a moderate workload of transactional, quick-turn procurement actions of varying dollar values, while simultaneously leading high dollar value complex sourcing events for long-term business arrangements. Performs comprehensive market research to develop viable sourcing options to meet University requirements.
• Continuous Improvement (30%)
• Sourcing Specialists –
• Proactively engages stakeholders to anticipate business needs, problem-solve, and develop business solutions for procurements. Works to streamline University buying practices and develops tools and processes that improve day-to-day operations and efficiency across PSDS and the University. Uses University business intelligence data to analyze the performance of business categories to optimize overall procurement strategies. Serves as a liaison with key internal stakeholders for review and implementation of systems enhancements and for relevant reporting and market research initiatives. Documents PSDS procurement processes using standard work, including the development of template documents and formatting for use throughout the PSDS organization. Develops and presents data-driven reports to University departments and PSDS leadership in efforts to increase cost benefits, supplier performance, or overall service provided by PSDS. Introduces tools and solutions to improve the tracking and management of procurement actions, contracts, and processes and proposes effective business solutions.
• Sr. Sourcing Specialists – All of the above, plus:
• Routinely discusses business trends, barriers to entry, and growth opportunities for suppliers with internal and external stakeholders, and proposes effective business solutions. Works to streamline University buying practices and develop innovative sourcing strategies. Supports the training and development of Sourcing Specialists in collaboration with the Category Manager. Plays an active role with cross-departmental teams, participating in strategic initiatives and proposing innovative solutions to problems of medium to high complexity.
• Project Management/Special Projects as Assigned (10%)
• Sourcing Specialists –
• Assumes other duties and special projects as assigned by Category Manager. Completes or initiates all work assigned by the Category Manager in a timely fashion and of high quality to the Category Manager’s satisfaction.
• Sr. Sourcing Specialists – All of the above, plus:
• Serves as primary lead on longer-term (often continuous) initiatives and projects as assigned by Category Manager. Works to define goals of the project, coordinates roles and responsibilities of necessary teams and individuals, records, analyzes, and presents findings to Category Manager and PSDS Management, proposes recommended solutions, works to implement decisions, and maintains quality standards, all while communicating effectively and continuously throughout the process.

QUALIFICATIONS:

• Education:
• Sourcing Specialists – Bachelor’s degree preferred or relevant experience
• Sr. Sourcing Specialists – Bachelor’s degree required or relevant experience
• Experience:

Relevant experience (at least two years for Sourcing Specialists and at least four years for Sr. Sourcing Specialists) is required. Relevant experience applies to the core functions of the job, including Purchasing, Procurement, Contracting, Supply Chain, Strategic Sourcing, and Category Management.

• Sourcing Specialists –
• Required:
• Proven critical thinking, problem-solving, and communication (written and verbal)
• Strong analytical skills and experience developing and reporting on metrics and quantifiable savings
• Ability to build relationships, develop internal and external partnerships, and influence change
• Strong working knowledge of procurement concepts, methods, procedures, and general approaches (especially in a university or academic setting)
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
• Preferred:
• Existing knowledge of executing, managing, and negotiating the procurement of goods and services or supporting procurement requirements (especially in the categories of information technology, scientific discovery, services athletics, or facilities maintenance, repairs, and operations)
• Experience with contract administration
• Proven track record of achieving cost savings, implementing supplier diversity best practices, and streamlining procurement process while maximizing competition
• Added:
• Knowledge of Lean methodology and other continuous improvement processes
• Knowledge of Salesforce, Workday, DocuSign, and procure-to-pay systems
• Understanding of various finance functions, such as accounts payable (especially as they relate to procurement activities)
• Knowledge of federal and Virginia procurement legislation
• Sr. Sourcing Specialists
• Required:
• Comprehensive experience executing procurements in one of the specific categories (Information Technology and Scientific Discovery, Services and Athletics, or Facilities Maintenance, Repair, and Operations) is required
• Comprehensive experience developing and managing requests for proposals (RFP), requests for quotes (RFQ), statements of work (SOW), sole source and emergency procurements, non-disclosure agreements (NDA), material transfer agreements (MTA), conflicts of interest (COI), and other strategic sourcing initiatives is required
• Proven ability to lead complex sourcing events with industry partners and internal source evaluation committees to select best value firms to meet procurement requirements is required
• Strong working knowledge of different contract types and contract methods, including cooperative contracts, used to purchase supplies and services is required
• Demonstrated experience with managing or leading procurement supplier diversity efforts in increasing organizational spend with small-, minority-, or women-owned businesses is required
• Demonstrated strong negotiation skills and contract management experience is required
• Proven ability to develop and refine contract sourcing strategies is required
• Proven track record of achieving cost savings, implementing supplier diversity best practices, and streamlining procurement processes while maximizing competition is required
• Proven ability to successfully and simultaneously manage a complex workload of procurements that includes time-sensitive, high-priority, and a mix of long- and short-term projects is required
• Knowledge of federal and Virginia procurement legislation
• Proven critical thinking, problem-solving, and communication (written and verbal)
• Strong analytical skill and experience developing and reporting on metrics and quantifiable savings
• Ability to build relationships, develop internal and external partnerships, and influence change
• Strong working knowledge of procurement concepts, methods, procedures, and general approaches (especially in a university or academic setting)
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
• Understanding of various finance functions, such as accounts payable (especially as they relate to procurement activities)
• Preferred:
• Four+ years of direct experience in state, federal, or University contracting or procurement
• Knowledge of Lean methodology and other continuous improvement processes

Licensure: Certified Purchasing Manager (CPM) or other related federal or state license or certification in a relevant area – Purchasing, Procurement, Contracting, Supply Chain, Strategic Sourcing, or Category Management – is strongly preferred.

MINIMUM REQUIREMENTS

Education: Bachelor’s degree
Experience: At least five years of experience
Licensure: Certified Purchasing Manager certification (CPM) may be held.

• Procurement Administration (60%)
• Sourcing Specialists –
• Performs cradle-to-grave functions for the procurement of goods and services with firms, while complying with State procurement laws and University policies and procedures. Proactively collaborates with internal and external stakeholders to determine best-value sourcing solutions that achieve cost savings and supplier diversity (namely small-, woman-, and minority-owned businesses) for the University. Assists University departments with procurement questions, contract administration, and resolution of vendor service complaints. Reviews and redlines proposed contract terms for review, and processes agreements consistent with University-preferred and required terms. Collaborates with multi-disciplinary teams as needed to ensure full compliance with University standards. Administers University contracts, analyzes purchasing trends, and meets individual and departmental goals. Places a high priority on customer service and balances needs for due diligence and quality of work with timely responses and problem-solving abilities. to claims, disputes, and requests for information.
• Sr. Sourcing Specialists – All of the above, plus:
• Acts as a main point of contact for Researchers and Academic senior leaders to help develop and assess business plans for the procurement of sophisticated goods and services. Executes a moderate workload of transactional, quick-turn procurement actions of varying dollar values, while simultaneously leading high dollar value complex sourcing events for long-term business arrangements. Performs comprehensive market research to develop viable sourcing options to meet University requirements.
• Continuous Improvement (30%)
• Sourcing Specialists –
• Proactively engages stakeholders to anticipate business needs, problem-solve, and develop business solutions for procurements. Works to streamline University buying practices and develops tools and processes that improve day-to-day operations and efficiency across PSDS and the University. Uses University business intelligence data to analyze the performance of business categories to optimize overall procurement strategies. Serves as a liaison with key internal stakeholders for review and implementation of systems enhancements and for relevant reporting and market research initiatives. Documents PSDS procurement processes using standard work, including the development of template documents and formatting for use throughout the PSDS organization. Develops and presents data-driven reports to University departments and PSDS leadership in efforts to increase cost benefits, supplier performance, or overall service provided by PSDS. Introduces tools and solutions to improve the tracking and management of procurement actions, contracts, and processes and proposes effective business solutions.
• Sr. Sourcing Specialists – All of the above, plus:
• Routinely discusses business trends, barriers to entry, and growth opportunities for suppliers with internal and external stakeholders, and proposes effective business solutions. Works to streamline University buying practices and develop innovative sourcing strategies. Supports the training and development of Sourcing Specialists in collaboration with the Category Manager. Plays an active role with cross-departmental teams, participating in strategic initiatives and proposing innovative solutions to problems of medium to high complexity.
• Project Management/Special Projects as Assigned (10%)
• Sourcing Specialists –
• Assumes other duties and special projects as assigned by Category Manager. Completes or initiates all work assigned by the Category Manager in a timely fashion and of high quality to the Category Manager’s satisfaction.
• Sr. Sourcing Specialists – All of the above, plus:
• Serves as primary lead on longer-term (often continuous) initiatives and projects as assigned by Category Manager. Works to define goals of the project, coordinates roles and responsibilities of necessary teams and individuals, records, analyzes, and presents findings to Category Manager and PSDS Management, proposes recommended solutions, works to implement decisions, and maintains quality standards, all while communicating effectively and continuously throughout the process