UNIV - Procurement Specialist II - Pathology & Laboratory Medicine

Medical University of South Carolina • Charleston, SC

1d • Onsite

About The Position

This position reports directly to the Department of Pathology and Laboratory Sciences Accountant/Fiscal Analyst III in the College of Medicine. The Procurement Specialist II must be able to make decisions independently while analyzing complex information, using sound judgment, and working with minimal supervision. The role involves administering departmental purchasing card (P-card) transactions, initiating and managing procurement requests in the OurDay system, serving as the primary departmental purchaser for capital equipment, leading contract negotiation and execution, and providing senior procurement support and training to staff. Additionally, the role includes managing departmental listservs and acting as a backup P-card liaison.

Requirements

• A high school diploma and three years of procurement or contracts experience.
• A bachelor's degree and one year of procurement or contracts experience.
• Ability to obtain and maintain a valid drivers license.
• Computer literacy.
• Ability to work overtime as required.

Responsibilities

• Administers departmental purchasing card (P-card) transactions in accordance with state and university policies, ensuring all academic, educational, and research-related purchases are processed accurately and within a 24-hour turnaround.
• Communicates directly with vendors to obtain pricing, confirm product availability, verify stock numbers, and review terms and conditions.
• Maintains detailed financial records by account for internal reconciliation and audit readiness.
• Accurately allocates expenses within the OurDay system, adhering to institutional deadlines and compliance requirements.
• Generates and reviews P-card allocation reports, proactively identifying discrepancies or irregularities and escalating concerns to the Fiscal Analyst III and/or Finance Manager for resolution.
• Initiates and manages procurement requests within the OurDay system, submitting requisitions for equipment, supplies, and services with all required supporting documentation (e.g., quotes, approvals, and justifications) within established 24-hour service standards.
• Engages vendors to obtain competitive pricing, product specifications, and contractual terms.
• Ensures full compliance with university and state procurement policies and procedures.
• Tracks purchases by account to support internal financial reconciliation and reporting.
• Coordinates delivery logistics, confirms receipt of goods and services, and communicates with appropriate personnel to facilitate timely pickup and distribution.
• Serves as the primary departmental purchaser for capital equipment, including specialized items such as microscopes, furniture, IT hardware, and computer systems.
• Collaborates closely with the Asset Management team to ensure all acquisitions are properly documented, tagged, and recorded in accordance with university policies.
• Oversees the end-to-end procurement lifecycle for high-value items, including sourcing, ordering, and post-purchase compliance.
• Prepares and submits Professional Services Agreements (PSAs) and other required documentation to support complex purchases.
• Works closely with the Pathology Department Finance Manager as contracts route for legal approval in Symplr.
• Leads the negotiation and execution of contracts supporting the department’s clinical and educational missions, ensuring favorable terms and compliance with institutional and regulatory requirements.
• Coordinates and manages procurement-related aspects of departmental events, including vendor selection, contract execution, and logistical support.
• Ensures all agreements align with budgetary constraints and organizational goals while mitigating risk.
• Functions as the department’s senior procurement specialist and subject matter expert, serving as a key resource and primary point of contact for procurement-related inquiries.
• Provides training, mentorship, and ongoing guidance to staff on purchasing systems, policies, and best practices.
• Supports process improvement initiatives by identifying inefficiencies and recommending solutions to enhance compliance, accuracy, and operational effectiveness.
• Manages and maintains all departmental listservs, including Majordomo lists and Active Directory groups within MyGroups.
• Ensures accurate and up-to-date distribution lists to support effective internal communication across faculty, staff, trainees, residents, and fellows.
• Serves as the P-card liaison for the department’s primary P-card liaison, collaborating with the designated P-card administrator to ensure compliance and proper usage.
• Acts as a backup to the departmental P-card liaison, providing continuity of operations, assisting with issue resolution, and supporting cardholders with policy interpretation and transaction management.
• Performs additional duties as assigned to support the overall operations and strategic objectives of the Department of Pathology and Laboratory Medicine.

Benefits

• Participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED