Procurement Officer - Siebel School of Computing and Data Science at University of Illinois in Urbana, Illinois

Job Description:

Procurement Officer




The Siebel School of Computing and Data Science




The Grainger College of Engineering




University of Illinois Urbana-Champaign



The Siebel School of Computing and Data Science in The Grainger College of Engineering seeks applicants for a Procurement Officer. This position is responsible for using professional judgment and discretion to serve as the primary purchasing point of contact for the school. Advising faculty and staff on proper procedures while providing guidance and oversight on the procurement of a variety of items.



Duties and Responsibilities:



• Purchasing


• Manage and execute purchasing transactions for the school, including Requisitions for Purchase, Purchase Orders, Requests for Price, Purchasing Card (P-Card) orders, etc.


• Train school faculty and staff on any purchasing policies, changes to policies, and develop school protocol in relation to purchasing regulations


• Process competitive bid and sole-source purchases, working closely with the Assistant Director of Finance, Director of Administration and Operations, staff and faculty


• Gather price quotes for comparison and analysis, providing correct shipping instructions for each order


• Maintain vendor lists, utilizing campus preferred vendors to assure best price and availability of items


• Follow up on all partial shipments, back orders, and otherwise unfilled orders to determine status and expedite delivery


• Follow up on unpaid invoices with Payables and Purchasing to ensure timely payment for goods and services received


• Develop purchasing processes and update as needed to create efficiencies within the school


• Ensure the school is compliant with state law and university policy regarding acceptable purchasing practices


• Administer and monitor purchasing contracts in Contracts


• Internal and External Communication


• Contact vendors to verify terms, pricing, delivery dates, etc.


• Notify vendors when forms relating to orders are needed; review vendor-related paperwork for accuracy and compliance with university policy


• Work closely with building facilities employees for the procurement of furniture and other commodities needed for the building or equipment needed for repairs


• Communicate changes to state or university policy regarding purchasing to faculty and staff within the school


• Notify recipients of goods purchased in a timely manner when orders are received or there is an update from a vendor (item is on back order, delayed, etc.)


• Advising Others on Purchasing Activity


• Recommend qualified contractors or vendors to school contacts to determine the best match for individual purchasing situations


• Advise school personnel on purchasing policy and any compliance issues as needed


• Assist research groups and grants/accounting staff in preparing equipment proposals as needed. Assist research groups in purchasing specialized systems and hardware, per their requirements, operating within a budget while insuring purchases meet requirements and specifications


• Represent the school by serving on campus-level committees and focus groups as necessary


• Fiscal year processes


• Review and determine if open purchase order encumbrances can be closed


• Submit purchase order closure requests to campus for processing


• Determine and execute standing purchase orders each fiscal year


• Perform additional appropriate purchasing duties to further the mission of the school bulleted list of duties



Minimum Qualifications:



• Any one or any combination of the following, totaling one (1) year (12 months) from the categories below of which six (6) months must be actual work experience:

A. Work experience performing duties comparable to those performed at the Procurement Officer Assistant level of this series or in positions of comparable responsibility.
AND/OR
B. College credit for course work in any field


• 30 semester hours equals six (6) months


• 60 semester hours or Associate's Degree equals one (1) year (12 months)


• 90 semester hours equals two (2) years (24 months)


• 120 semester hours or a Bachelor's Degree equals three (3) years (36 months)


• Master Degree or higher equals four (4) years (48 months)



Knowledge, Skills and Abilities:



• Knowledge of and familiarity with technical terminology of computing hardware, software, and components to effectively interact with research groups and users for procurement of equipment.


• Computer literacy.


• Strong written and verbal communication skills.


• Demonstrated attention to detail.


• Ability to understand and apply department and university policies and procedures



APPOINTMENT INFORMATION



This is a full-time Civil ServiceProcurement Officer position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. The budgeted salary range for this position is $50,000-60,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Hybrid work options may be available for this position, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University's Workplace Flexibility policy . The selected candidate will be expected to be on campus for a training period before working a hybrid schedule. Sponsorship for work authorization is not available for this position.



APPLICATION PROCEDURES AND DEADLINE INFORMATION



Applications must be received by 6:00 pm (CST) on October 11, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Rachel Maggio, rlmaggio@illinois.edu. For questions regarding the application process, please contact 217-333-2137.


The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1026408
Job Category: Administrative
Apply at: https://jobs.illinois.edu