Procurement Services Assistant - College of Nursing

University of Illinois Chicago•Chicago, IL

3d•Hybrid

About The Position

The Procurement Services Assistant supports procurement functions for a variety of goods and services under a shared services model within the UIC College of Nursing. Under administrative direction, the position coordinates and processes purchases, reimbursements, payments, travel arrangements, and related transactions for assigned College units. It serves as a resource to faculty and staff on procurement processes and administrative best practices, manages requests and related records, and supports consistent, efficient, and compliant business practices. The role requires purchasing experience, financial acumen, knowledge of general office practices and procedures, and the ability to work independently and exercise judgment when analyzing and investigating questions or problems. The position requires regular and consistent on-site presence at the Chicago campus during regular business hours. The schedule is Monday through Friday on the day shift, and the workplace arrangement is hybrid. The position is eligible for benefits, including health, dental, vision, and life insurance; a retirement plan; paid time off; and tuition waivers for employees and dependents.

Requirements

Meet the minimum qualification through any one or combination of the following totaling six months: responsible work experience in fields that prepare an individual for procurement work, such as claim resolution, expediting, returned goods, or resolving billings; or 30 semester hours of college credit in any field.
A current CPPB or CPPO certification from UPPCC, APP certificate, CPM or CPSM from ISM, or equivalent certification satisfies the minimum qualification in place of the listed experience or education requirement.
Demonstrated purchasing experience and financial acumen.
Knowledge of general office practices and procedures.
Ability to work independently and exercise judgment when analyzing and investigating questions or problems.
Regular and consistent on-site presence at the Chicago campus during regular business hours.
Illinois residency within 180 days of employment.

Nice To Haves

Bachelor’s degree.
At least two years of experience in purchasing, finance, academic administration, and/or office management.
At least two 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 and 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.

Responsibilities

Coordinate and process 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.
Ensure transactions are documented, approved, and reconciled in accordance with university policies, procedures, and sequencing; review documentation and expense reports for completeness and accuracy, coordinate approvals, and resolve routine processing issues.
Communicate with vendors to obtain quotes, research products and services, and identify purchasing options that meet unit needs; coordinate with university procurement and administrative offices on exceptions, approvals, and other procurement matters.
Use Emburse Enterprise, iBuy, Banner, EDDIE, TDX, iTravel, Adobe Sign, and other financial and administrative software to complete assigned work.
Facilitate human subject and participant payment processes and develop solutions for project needs using Rellevate, the eCodes Program, cash advances, and one-time payments.
Coordinate business travel and related arrangements for faculty, staff, students, and College guests, including transportation, lodging, registrations, catering, and travel-related transactions.
Manage ticketing systems and the Help Desk email; respond to requests, track work through completion, facilitate solutions, and escalate matters requiring specialized expertise or leadership decisions.
Maintain accurate and timely financial records and documentation; assist with expense recordkeeping, data entry, research, and tracking across multiple fund types, including State, ICR, sponsored award, self-supporting, and gift funds.
Develop and maintain job aids, standard operating procedures, training materials, and other resources; provide guidance and training to faculty, staff, and students on applicable administrative processes and best practices.
Provide procurement assistance and training to faculty, staff, and vendors to meet operational needs and ensure compliance with policies, procedures, College Guidelines, and internal and external systems.
Coordinate Vendor Management activities and timely processing of vendor information forms.
Identify opportunities to improve shared service processes, standardize administrative practices, resolve recurring issues, and improve customer experience; provide other operational support as assigned by leadership.
Work regularly with colleagues, College leadership, and the Director of Procurement Solutions to establish best practices and participate in trainings.
Perform other related duties and participate in special projects within a shared services environment, as assigned.