UNIV- Procurement Manager I - Procurement

Medical University of South Carolina•South Park, WV

About The Position

The Procurement Manager I (PM1) serves as the primary University Buyer for assigned areas to ensure purchase requisitions and change orders entered into MUSC’s e-Procurement system (Workday) are processed within the requirements of the South Carolina State Procurement Code & Regulations (SCCPCR), in a timely manner, and accurately to convert those requisitions into purchase orders, along with ensuring other procurement documents (e.g., contracts) are compliant with SCCPCR. The Buyer is responsible for managing purchase orders beyond initial issuance, resolving supplier and/or contract issues, answering departmental and supplier questions, providing them with additional order documentation as needed and escalating issues to management accordingly, with particular attention paid to potential or known issues with any stakeholder, purchase, or supplier. The PM1 is expected to act as mentor to the Procurement Specialist. Regularly updates job knowledge by participating in educational opportunities. The Procurement Manager I (PM1) often works independently, receiving clear guidelines and direction from the Manager, Procurement Operations (formerly Goods & Services), managing assigned purchase categories/stakeholders across the University, also collaborating with others in University Procurement and MUSC. The PM1 is expected to learn their duties adequately to perform work with minimal supervision. The PM1 assists and evaluates responses to procurements and selected solicitations, i.e., may process RFQ’s (requests for quotes estimated at $50K or less, or for less complex goods under $100K) to ensure that all purchases and offers are responsive and responsible. The role will coordinate with end-user departments, other buyer(s) supporting the department, and SC State Procurement Office to develop and award appropriate contracts based on source selection method, ensuring awards are compliant with SCCPCR and MUSC policy. The PM1 may collaborate with the Solicitations team for larger scale purchases, and may aid in facilitation with the customer, helping to guide end users through the procurement process. The PM1 may be engaged in negotiations on contract terms and may review final contract documents. The PM1 is responsible for providing on-going contract administration by working with customers and/or end users to ensure contractors fulfill contractual obligations. The PM1 resolves supplier and/or contract issues, answers departmental and supplier questions, provides additional order documentation as needed and keeps management alerted to any potential concerns or known issues with a purchase and/or supplier. The PM1 is expected to act as mentor to the Procurement Specialist position. The role further promotes the resources available through University Procurement and serves as an ambassador for strategic procurement initiatives.

Requirements

Minimum of five years’ relevant procurement and contract management experience. A bachelor's degree may be substituted for two years of the required work experience.
Excellent communication skills. Able to communicate effectively with personnel in all facets of the University in written and oral presentations.
Comfortable working with online video conference technology, i.e., Microsoft Teams.
Possess the ability to assume responsibility and be accountable, and work with limited supervision. After being provided clear guidelines, the role must be able to exercise initiative and act/interact independently with customers, suppliers, and co-workers.
Demonstrated ability to interact professionally with all levels of users, management, and senior leadership.
Basic proficiency in use of computer and Microsoft Office suite (i.e., Word, Excel, Outlook, etc.), and Adobe.
Good organization, interpersonal and time management skills.
Proven job diligence, dedication, and attention to detail.
Demonstrated sense of responsiveness and urgency based on the needs of the business.
Potential to work overtime on occasion.
Professional attitude, team player, be an ambassador for Procurement.
A bachelor's degree with multiple accounting courses and five years experience directing professional accounting, auditing, or finance employees.

Nice To Haves

Bachelor’s degree in business, finance, or supply chain, and/or demonstrated equivalent experience
Three to five (3-5) years of applicable procurement/contracts experience in higher education and/or public procurement
Two (2) + years’ experience with ERP systems, procurement module(s)
Able to manage working under pressure and stress, demonstrated capability to prepare simple to complex solicitations and management reports, and maintain confidential correspondence.
High proficiency with MS Office, Outlook, Word, Excel, Teams and other technologies as needed, i.e., Adobe, Symplr.
Strong aptitude in decision-making and data analytics.

Responsibilities

Collaborates and communicates with stakeholders, suppliers, supervisor, and others within MUSC on all aspects of assigned procurement categories/stakeholders.
Responds directly to customer inquiries with support, guidance, etc., providing service directly where needed, and assist in troubleshooting and problem resolution around all aspects of purchase transactions.
Provide back-up in support of other peers in Operations Team as assigned. May support others and/or re-direct to others when appropriate.
Maintains high level of knowledge and awareness of the State of SC Procurement Code and Regulations (SCPCCR), updates, etc.
Updates purchase transactions within MUSC system(s) with correct, accurate information on an on-going basis.
Maintains regular, timely and appropriate professional contact with stakeholders, suppliers, and management, as appropriate, to ensure high level of customer service is maintained.
Assists with special projects and other duties as assigned.
Seeks training to improve and enhance Procurement knowledge as it applies to the SC requirements, the overall procurement profession and serving MUSC’s stakeholders.
May cross-train to support other related positions within the Procurement department.
Process routine purchases and change orders, purchases of various reporting classifications of Sole Source, State Contract, Agency Contract, Exemption, Unauthorized, Emergency and Direct Pays through the University’s eProcurement System (Workday) according to state and federal statutes, policies established by the SC Consolidated Procurement Code and Regulations (SCCPCR) and MUSC policy and procedures. Assists customers with obtaining and/or validating quotes from suppliers to ensure Procurement Code compliance.
Evaluates and processes all assigned Contracts/Agreements (all types) through the University’s e-Procurement System (Workday) according to state and federal statutes, policies established by the SCCPCR and MUSC policy and procedures
Maintain consistent communication with customers, team members and management to ensure that the purchasing process and all other ancillary duties are performed in a compliant, timely and professional manner. Goal response times are 24-48 hours.
Responsible for monitoring requisition and purchasing exception and aging reports in University’s e-Procurement system(s). Reports include (but are not limited to): Invoice Matching Exception, PO/Requisition Aging, Weekly KPI Requisition, and others as they are developed to support the work.
Contribute to creating a set of standard operating procedures for the buying staff.
Other duties as assigned to include ERP implementation support, coordination activities with Accounts Payable, support for the Process to Procure Initiative.
Be an ambassador for Procurement. Through direct interaction with MUSC stakeholders and external suppliers, address issues related to sourcing, ordering, shipping, invoicing and general service performance.