Procurement Assistant

Universities of Wisconsin•Madison, WI

11d•$25

About The Position

UW–Madison’s Housing Dining and Culinary Services is seeking a detail-oriented, service-driven Procurement Assistant to support our vibrant, high-volume dining operations. In this pivotal role, you’ll serve as the key liaison between dining units and vendors, ensuring timely and accurate purchasing of food and supplies. From resolving invoice issues to maintaining our menu management system, your work will directly impact the quality and efficiency of our student dining experience. If you thrive in a fast-paced environment, value collaboration, and are passionate about exceptional service, we’d love to have you on our team. As a Procurement Assistant in University Housing you will: Acts as a liaison and primary contact between dining units and vendors Coordinates purchases of special items as requested Demonstrates and role models exceptional customer service Resolves questions and issues with vendor invoices Evaluates vendor product shorts and finds replacement products as needed Maintains the purchasing data within Dining’s Menu Management System for all food and supplies purchased Performs duties in a high-volume, dynamic, student residential dining environment Provides support and assists as needed in the implementation of plans and procedures in the event of an emergency Work Schedule: The primary schedule for this position is Monday – Friday, 7:30am – 4:00pm Operational and work schedules will be closely aligned with the services and customer needs of the unit. As a result, work schedules may be adjusted during specific times of the year, including summer and winter break hours Work schedule will be set with selected finalist(s) at time of offer. Schedule alterations as operations and position expectations demand. Be part of the Dining and Culinary Services team that serves the residents of the University Residence Halls, as well as UW-Madison students, faculty, staff, and the general public. Apply today!

Requirements

3 years of purchasing experience in food service or related field, or an equivalent combination of education, training, and experience
6+ months experience using software applications Microsoft Suite (Outlook, Word, Excel)

Nice To Haves

Experience acting as a liaison between an organization and vendors
Strong interpersonal, verbal and written communication skills
Experience using or maintaining a large database

Responsibilities

Manages requisition-to-purchase order process including dissemination to suppliers and changes resulting in changes to financial encumbrances
Creates and maintains library of purchasing-related forms and templates
Assists purchasing agents, buyers, and procurement specialists with editing and preparation of service agreements and one-time purchasing agreements using established forms and templates
Enters purchase orders and supplier information into financial system of record in compliance with established standards and with appropriate segregation of duties
Maintains and files records in compliance with regulatory requirements
Provides response to questions from internal and external stakeholders
Prepares and monitors release of and responses to all types of solicitations