Procurement Services Assistant - College of Nursing

Procurement Services Assistant - College of Nursing

Hiring Department: Academic Department Operations

Location: Chicago, IL USA

Requisition ID: 1042964

FTE: 1

Work Schedule: Monday - Friday

Shift: Days

# of Positions: 2

Workplace Type: Hybrid

Salary Range (commensurate with experience): $31.82 - 34.44 / Hourly Wage

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

Under administrative direction, this position assists in procurement functions for a variety of goods and services under a shared services model within the UIC College of Nursing. The procurement services assistant coordinates and processes purchases, reimbursements, payments, travel arrangements, and related transactions for assigned College units. Serves as a resource for faculty and staff on procurement processes and administrative best practices, manages requests and related records, and supports consistent, efficient, and compliant business practices. Demonstrated purchasing experience, financial acumen, knowledge of general office practices and procedures, and the ability to work independently and exercise judgment when analyzing and investigating a variety of questions or problems are required. This position requires regular and consistent on-site presence at the Chicago campus during regular business hours.

Duties & Responsibilities:

Purchasing and Transactional Support

• Coordinates and processes purchases of goods and services, including P-Card and T-Card transactions, purchase orders, payable contracts, reimbursements, cash advances, direct payments, honorariums, one-time payments, and other purchasing-related transactions.
• Ensures transactions are appropriately documented, approved, and reconciled in accordance with university policies, procedures and sequencing; reviews documentation and expense reports for completeness and accuracy, coordinates required approvals, and resolves routine processing issues.
• Communicates with vendors to obtain quotes, research products and services, and identify purchasing options that meet unit needs; coordinates with university-level procurement and other administrative offices, as needed, regarding exceptions, approvals, and other procurement matters.
• Utilizes Emburse Enterprise, iBuy, Banner, EDDIE, TDX, iTravel, Adobe Sign, and other related financial and administrative software to complete assigned work.
• Responsible for the day-to-day facilitation of human subject and participant payment processes; develop solutions to meet individual project needs utilizing Rellevate, eCodes Program, cash advances, and one-time payments.
• Coordinates business travel and related arrangements for faculty, staff, students, and College guests, including transportation, lodging, registrations, catering, and travel-related transactions.
• Manages ticketing systems and Help Desk email; responds to requests, tracks work through completion, facilitates solutions, and escalates matters requiring specialized expertise or leadership decisions.

Administration and Recordkeeping

• Maintains accurate and timely financial records and documentation; assists with expense recordkeeping, data entry, research, and tracking for multiple funds types (State, ICR, sponsored award, self-supporting, gift, etc.).
• Develops and maintains job aids, standard operating procedures, training materials, and other resources; provides guidance and training to faculty, staff, and students on applicable administrative processes and best practices.
• Provides procurement-related assistance and training to faculty, staff, and vendors to meet operational needs and ensure compliance with policy and procedure, College Guidelines, and internal and external systems; coordinates Vendor Management activities and the timely processing of vendor information forms.
• Identifies opportunities to improve shared service processes, standardize administrative practices, resolve recurring issues, and improve customer experience; provides other operational support as assigned by leadership.
• Works regularly with colleagues, College leadership, and Director of Procurement Solutions to establish best practices and participate in trainings
• Performs other related duties and participates in special projects within a shared services environment, as assigned.

Minimum Qualifications Required:

1. Any one or any combination of the following, totaling six (6) months from the categories below:
   1. Responsible work experience in fields that provide preparation for procurement work such as claim resolution, expediting, returned goods, and/or resolving billings.
   2. 30 semester hours of college credit for course work in any field equals six (6) months.

NOTE: Possession of a current Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) from The Universal Public Purchasing Certification Council (UPPCC), or a current Accredited Purchasing Practitioner (APP) certificate, Certified Purchasing Manager (CPM) or Certified Professional in Supply Management (CPSM) from the Institute for Supply Management (ISM) or equivalent certifications satisfy the above requirements.

Preferred Qualifications:

• Bachelor’s Degree
• At least two (2) or more years of experience in purchasing, finance, academic administration, and/or office management.
• At least two (2) or more years of experience processing transactions in Banner, iBuy, and/or Enterprise Emburse (employee expense management systems).
• Ability to prioritize and work on multiple comprehensive projects concurrently. Excellent oral, written communication and presentation skills.
• Exceptional organizational and analytical skills with attention to detail.
• Proficiency with Microsoft Office applications such as Word, Excel and Outlook.
• Experience working with an enterprise-wide procurement application system.

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment.

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.

The university provides accommodations to applicants and employees. Request an Accommodation

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.