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SR PROCUREMENT SPECIALIST

University of Georgia

retirement plan, remote work

United States, Georgia, Athens

Dec 21, 2024

Posting Details

Posting Number	S12973P
Working Title	SR PROCUREMENT SPECIALIST
Department	FD-Procurement
About the University of Georgia	Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education ( https://www.uga.edu/). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.
About the College/Unit/Department
College/Unit/Department website	https://busfin.uga.edu/procurement/
Posting Type	External
Retirement Plan	TRS or ORP
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Full Time
Work Schedule
Additional Schedule Information	Normal working hours 8AM - 5PM Monday thru Friday. Alternative schedules include: 7:30AM - 4:30PM 8:30AM - 5:30PM Some night or weekend work may be required during peak periods. Limited remote work flexibility (2 days/week) possible after 60 days
Advertised Salary	$60,000 - $65,000
Posting Date	11/27/2024
Open until filled	Yes
Closing Date
Proposed Starting Date	01/06/2025
Special Instructions to Applicants
Location of Vacancy	Athens Area
EEO Policy Statement	The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).
USG Core Values Statement	The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct. Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Position Information

Classification Title	Materials Management Professional
FLSA	Exempt
FTE	1.00
Minimum Qualifications	Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Qualifications
Position Summary	The Senior Procurement Specialist serves a critical managerial role in achieving the University's tripartite mission of teaching, research, and public service. In addition, the Senior Procurement Specialist, as a leader in Finance and Administration, works to provide exceptional services and stewardship of the University's financial, human and physical resources. To carry out these missions, the Senior Procurement Specialist is an active leader within the Procurement Office. They collaborate with campus customers, colleagues within the University and throughout the State of Georgia, and the supplier community to acquire the supplies, equipment, and services needed by the University. The Senior Procurement Specialist is responsible for spearheading solicitation efforts for acquisitions identified as institutional priorities, exceptionally complex, or utilizing leading edge solicitation methods. Performance of these duties involves extensive knowledge of State, Regents, and University purchasing policy and procedure. The individual will be responsible for managing a team of Procurement Specialists and Associate Procurement Specialists. In this role, the Senior Procurement Specialists will serve as their team's first level of supervision for personnel, work quality, and administrative matters. The Senior Procurement Specialists is also responsible for executing departmental enhancement initiatives. To be successful the Senior Procurement Specialist will possess exceptional written and verbal communication skills; highly developed analytical and problem solving skills; be able to prioritize and manage their time well; set reasonable expectations and goals; and respond adeptly to changes or urgent situations. The Senior Procurement Specialist will also be able to synthesize information quickly and make well informed independent decisions.
Knowledge, Skills, Abilities and/or Competencies	Attends classes and passes the relevant State Purchasing exams by State Purchasing to earn a Georgia Certified Purchasing Associate (GCPA) certification within 8 months of hire date and within 12 months of hire earns their RFP Certification from State Purchasing. Additionally, the Sr. Procurement Specialist will maintain their GCPA, by the State Purchasing Division.
Physical Demands	Stand, sit, bend, type, and communicate via telephone and email.
Is driving a responsibility of this position?	No
Is this a Position of Trust?	Yes
Does this position have operation, access, or control of financial resources?	Yes
Does this position require a P-Card?	No
Is having a P-Card an essential function of this position?	No
Does this position have direct interaction or care of children under the age of 18 or direct patient care?	No
Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)	Yes
Credit and P-Card policy	Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.
Background Investigation Policy	Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

The Senior Procurement Specialist is responsible for spearheading solicitation efforts for acquisitions identified as institutional priorities, exceptionally complex, or utilizing leading edge solicitation methods.

Reviews incoming purchase requests to insure specifications and/or descriptions are adequate and properly describe the product or service being purchased. Collaborates with stakeholders and supervisors (as needed) to determine the appropriate procurement plan.
Coordinates with the using department to obtain the administrative information and/or documents necessary for processing the purchase request. This includes identifying what information is needed, who possesses that information, and utilizing various communication methods to obtain that information in an efficient and customer focused manner.
Executes procurement plan which may include:

Issuing a variety of solicitations types which may include Requests for Information, Requests for Qualified Contractors, Requests for Qualifications, Requests for Quotes, and Requests for Proposals, reviewing and analyzing responses, and facilitating their award.
Analyzing requests for non-competitive procurements in excess of the competitive bid threshold and conducting necessary due diligence activities.

Analyzes a variety of documents obtained from campus customers and suppliers to determine if they meet policy and procedure requirements. Utilizes creative problem solving techniques to bring purchases to completion.
Elevates issues to supervisor when additional approvals are needed.

Percentage of time

Duties/Responsibilities

Senior Procurement Specialist will be involved in hiring decisions.

Employee development: creating training plans, evaluating skill development, coaching, setting of goals, etc.
Reviewing and approving team member work product.
Completion of "14 day report" for requisitions assigned to the Senior Procurement Specialist or members of their team.
Administrative responsibilities including monitoring team member workload and comparative distribution of work load amongst buying staff, leave approval, etc.
As team manager, the Senior Procurement Specialist is expected to hold regular meetings to re-enforce key departmental service goals, review best practices, share updates, and discuss team member concerns.
Regularly communicate, with their team members on matters of work quality/job performance, development of procurement plans for specific purchases, and providing advice on decisions related to expediting the processing of specific orders.

Percentage of time

Duties/Responsibilities

The Senior Procurement Specialist will serve as a member of the Procurement Office's Sourcing Management Team which meets regularly to identify potential sourcing opportunities and makes decisions regarding the priority and execution of these projects. As a member of this team, the Senior Procurement Specialist is needed to understand and analyze the data provided by the Strategic Sourcing Manager, bring sourcing opportunities identified by members of the Senior Procurement Specialists team, and identify opportunities their self.

Based on customer relationships, marketplace knowledge, and understanding UGA purchasing practices, develop and submit plans for strategic sourcing opportunities to the Sourcing Management Team.
Serves as the Issuing Officer for highest priority/high risk/extremely complex solicitations for the establishment of value generating contracts based upon direction from Sourcing Management Team.
Provides oversight, coaching and assistance to Procurement Specialists who are establishing value generating contracts.
Receives, reviews, and provides feedback on the sourcing plan recommendations submitted by Procurement Specialists on their team.
Educates campus on the benefits of strategic supplier partnerships and contracts to enhance service and leverage supplier relationships.

Percentage of time

Duties/Responsibilities

Develops an understanding of customer business and identifies opportunities for business process improvement. Develops plans to capitalize on these opportunities and submits them to Procurement Managers for approval. If recommendation is approved, the Senior Procurement Specialist plays an active role in implementing process improvement and assessing the effectiveness of changes.
Receives, reviews, and provides feedback on process improvement recommendations submitted by Procurement Specialists on their team. If Procurement Specialists recommendations are approved, the Senior Procurement Specialists provides oversight, coaching, and assistance to the Procurement Specialists during the implementation of that improvement.
Proactively engages with campus partners and builds positive work relationships with customers in order to become a trusted advisor. Collaborates actively with leaders within colleges and units to promote a positive working relationship and perception of the Procurement Department.
Actively looks for opportunities to improve Procurement policy and/or procedures to provide enhanced levels of customer service. If approved, the Senior Procurement Specialist will re-write existing or develop new policies and/or procedures to implement the recommended improvement.
Provides training to campus customers and suppliers at special events and as scheduled.
Performs self-evaluation of work quality on a monthly basis to identify opportunities for improvement and to reinforce best practices.
Evaluates work quality of team members to identify opportunities for improvement and to reinforce best practices.
Contributes to the Annual Self-Audit conducted by Procurement leadership for submission to the State Purchasing Division.
Participates in professional development activities expanding their procurement skills and knowledge and increasing their leadership capacity in order to maintain their State of Georgia certification and also to provide better service to the UGA community.
Develops templates and documents within Sourcing Director to improve the processing of competitive solicitations.
Serves on sourcing committees for multi-institutional agreements.

Percentage of time

Duties/Responsibilities

Selects appropriate contract templates, Reviews and negotiates contracts and terms and conditions, compiles finalized contract documents, executes contracts and facilitates loading of contracts into purchasing system as needed.

Serves as lead coordinator of UGA/Supplier relationship for contracts assigned to the Senior Procurement Specialist, reviews contract utilizations, and keeps Sourcing Management Team informed of contract issues related to each contract assigned to the Senior Procurement Specialist.
Analyzes contracts to identify risk exposure, determines if a Procurement contract management plan is warranted and if so, develops contract management plans commensurate with the identified risks. As appropriate verifies that contract management plans developed by Procurement are being implemented effectively. Also reviews contract risk assessments and plans developed by members of their team and provides input into how those plans may be improved to better manage University risk.
As appropriate, serves as the contract manager taking an active role in ensuring the specific elements of the contract management plan are met.
When contract disputes arise, the Senior Procurement Specialist leads efforts (or as applicable provides guidance to team members) to resolve disputes which may involve identifying and coordinating with additional resources.

Percentage of time

Duties/Responsibilities	Other duties as assigned.
Percentage of time	5