Associate Purchasing & Contracts Specialist, Procurement - UT Chattanooga

University of Tennessee•Chattanooga, TN

2d•Onsite

About The Position

The Associate Purchasing and Contracts Specialist supports the end-to-end procurement and contract administration process. This role involves managing procurement activities from initiation through award and subsequent contract administration with limited supervision and personal accountability for results. The specialist will also collaborate with various stakeholders, participate in training, and demonstrate a commitment to learning complex procurement and contract administration processes.

Requirements

Bachelor’s degree in business administration, finance, supply chain management, public administration or a closely related field
1 year of experience in administrative, procurement support, or financial role
An equivalent combination of education, training, and experience
Proficiency with Microsoft Office Suite (Word, Excel, Outlook)
Precision in administrative tasks, accurate data entry, and thorough record keeping for audit trails
Clear written and verbal communication skills necessary to coordinate with internal departments and vendors
Ability to absorb structured training regarding legal terminology, organizational policies, and procurement workflows
Ability to proactively identify data discrepancies or shipping delays
Strong aptitude for complex enterprise software and digital workflows and data tracking

Nice To Haves

Master’s degree in business administration, finance, supply chain management, public administration or a closely related field
3-5 years of experience in purchasing, sourcing, or contract administration within an institutional, public sector, or higher education setting
Hands on experience navigating Enterprise Resource Planning (ERP) an procurement platforms (specifically Oracle Fusion Cloud Applications
Certified Professional in Supply Management (CPSM) or Certified Professional Contracts Manager (CPCM)

Responsibilities

Supports Request for Proposal (RFP) and Request for Quote (RFQ) activities by coordinating bid documentation, schedules, and procurement timelines.
Independently evaluates procurement requests and determines the appropriate procurement method based on university policy, regulatory requirements, and institutional needs.
Assists in the evaluation of supplier proposals based on pricing, delivery requirements, service levels, and compliance with specifications.
Processes Purchase Orders (PO’s) and coordinates with vendors to ensure timely delivery, accurate invoicing, and resolution of order-related issues.
Serves as primary point of contact for routine supplier inquiries and communications.
Interprets procurement policies, procedures, and applicable regulations to provide guidance and recommendations to campus departments.
Serves as procurement resource for departments by advising on purchasing strategies, contract requirements, and compliance matters.
Assists with resolving shipping, quality, and invoice discrepancies while developing effective vendor resolution and problem-solving skills.
Manages procurement activities from initiation through award and subsequent contract administration with limited supervision and personal accountability for results.
Assists with preparation, review, and routing of standard vendor contracts, Statements of Work (SOW’s) and Non-Disclosure Agreements (NDA’s).
Supports contract administration activities by monitoring compliance requirements and tracking contract renewal and expiration dates.
Collaborates with Legal, Risk Management, and other stakeholders under supervision to gain an understanding of contract risk assessment and mitigation process.
Actively participates in training and professional development opportunities related to organization fiscal policies, institutional purchasing regulations, and procurement systems.
Demonstrates a commitment to learning and mastering complex procurement and contract administration processes, with the goal of assuming responsibility for larger accounts and more sophisticated contract negotiations.