Procurement Specialist (0080568)

University of Hawaii•Honolulu, HI

13d•Onsite

About The Position

The Procurement Specialist (Goods and Services) administers the complete procurement and contracting cycle. This includes preparing various solicitation documents, evaluating offers, drafting and administering solicitations, awarding contracts, monitoring vendor performance, and managing contract modifications, terminations, and closings. The role involves providing technical advice on procurement policies and procedures, working with customers and vendors to refine requests, and negotiating contracts. The specialist ensures timely processing of procurement requests, assists in implementing procurement strategies, and develops procurement-related materials. They also work to increase participation in University contracts and build strong relationships with customers and vendors, maintaining ethical business practices. The role requires providing reports and data, conducting training on procurement laws and policies, and ensuring compliance with federal fund requirements. Additionally, the specialist evaluates and recommends process improvements, advises management on project progress and potential issues, and assists with website updates. Other duties as assigned are also part of the role.

Requirements

Possession of a baccalaureate degree in Economics, Business Administration, Public Administration or related field and 3 years of progressively responsible professional experience with responsibilities for administering procurements, contracting, and purchasing; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Considerable working knowledge of principles, practices and techniques in the area of administering procurements, contracting, and purchasing as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with administering procurements, contracting, and purchasing.
Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manager.
Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Demonstrated ability to operate a personal computer and apply word processing software and Microsoft Office Suite (Word, Excel, and Powerpoint).
Considerable working knowledge of principles, practices and techniques in procurement requirements of an organization as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
Robust communication skills that include the ability to produce written and oral reports for the consumption of management or other University stakeholders.

Nice To Haves

Functional knowledge of WordPress content management system and HTML, PHP, and CSS.
Administrative experience in a college or university, a governmental agency or a large private organization with specialization in procurement, information technology or related areas.
Knowledge of administrative policies and procedures typical of an institution of higher education.
Prior experience in public or private sector procurement.

Responsibilities

Administers the complete procurement cycle, including preparation of invitations for bids, requests for proposals, requests for quotations, sole source, emergency, and other source selection documentation, and evaluation of offers including cost analysis, with a focus on goods and services.
Administers the complete contracting cycle, including planning and specification writing, drafting, posting and administering solicitations, award of contracts, contract administration, monitoring vendor performance, and modification, termination, and closing of contracts as appropriate.
Provides technical advice, interpretations and/or makes effective recommendations regarding procurement policies, procedures and requirements and works with customers and vendors to refine procurement requests or responses while ensuring compliance with purchasing and contracting requirements.
Reviews potential vendor terms and conditions and negotiates contracts/agreements between the University and reputable vendors that align with the terms allowable under the contracting policy of the University.
Ensures the timely processing of University procurement requests as assigned.
Resolves operational and administrative matters in accordance with current policies, procedures, and directives as requested.
Assists in the implementation procurement strategies and change initiatives to improve office performance.
Assists in the development and maintenance of procurement related information, templates, clauses and training materials that address University procurement needs.
Works to develop and implement strategies to increase participation in University contracts by procurement cardholders and fiscal offices.
Builds strong relationships with customers and ensure customer satisfaction.
Maintains ethical and responsible contractual and business relationships with vendors.
Provides reports and data as needed for sourcing events, contracts reports and information/audit requests.
Conducts periodic training of fiscal officers and other University personnel regarding State laws and University policies and procedures governing procurement.
For purchases utilizing federal funds, checks terms and conditions of the applicable federal contract or grant to determine whether special approvals are required or special conditions must be included in the contract terms and conditions.
Plans, coordinates, analyzes, and/or supports work within designated subject matter areas.
Evaluates and recommends improvements to processes and procedures that streamline workflow and incorporate technology.
Advises management of the progress of projects assigned, anticipated problems, major policy changes expected affecting specialized area, and completion of projects assigned.
Assists with posting online notices and other website updates as needed.
Other duties as assigned.