Procurement Specialist

University of Virginia

9d•Hybrid

About The Position

The University of Virginia (UVA) seeks a dynamic and highly skilled Procurement Specialist to play a critical role in the procurement transaction lifecycle by reviewing, validating, and converting approved requisitions into purchase orders (POs) in compliance with university policies. This position ensures accuracy, timeliness, and compliance in the procurement process—serving as a key liaison between end users, sourcing staff, contracts staff, and suppliers In addition to requisition-to-PO processing, the Procurement Specialist provides basic contracting support for low-risk, low-dollar, template-based, and vendor-supplied agreements, ensuring documentation accuracy and adherence to university standards. This is a two-year limited-term position based on funding availability. Continuation beyond the initial two-year period may be considered based on individual performance, business need, and available budget.

Requirements

Bachelor's degree or Associate degree or equivalent combination of education and experience.
2+ years of experience in procurement, purchasing, accounts payable, or related administrative operations.
Familiarity with higher-education or public-sector procurement principles.
Strong attention to detail and ability to manage a high transaction volume.
Proficiency with ERP or eProcurement platforms.
Excellent written and verbal communication skills.
Ability to interpret and apply procurement and financial policies.

Nice To Haves

Experience in higher education or state agency procurement.
Knowledge of the Virginia Higher Ed Procurement Manual, the Virginia Public Procurement Act (VPPA), and relevant procurement laws.
Professional certification, such as VCA, VCO, or CUPO.
Experience with process documentation, audit preparation, or continuous improvement projects.
Familiarity with basic contract lifecycle management or document tracking systems.

Responsibilities

Review and “flip” approved purchase requisitions into purchase orders in the university’s ERP and eProcurement systems.
Verify accuracy of requisition details, including spend categories, delivery terms, and supplier information.
Ensure all POs comply with university procurement policies and government regulations.
Coordinate with requisitioners to resolve discrepancies or incomplete information prior to PO issuance.
Monitor approval workflows and facilitate the timely processing of requisitions awaiting procurement action.
Communicate with suppliers to confirm receipt of POs, anticipated fulfillment dates, and pricing accuracy.
Maintain documentation and audit trails to support compliance and reporting requirements.
Participate in process improvement initiatives to streamline requisition-to-PO conversion.
Provide training or guidance to university departments on requisition accuracy and PO policy compliance.
Prepare and route low-dollar, low-risk agreements, renewals, and extensions using approved university templates (e.g., statements of work, service agreements, NDAs, or standard addenda, etc.).
Verify that required supporting documentation (quotes, insurance, etc.) is complete and consistent with PO or contract data.
Enter and update contract information in the university’s contract lifecycle management or eProcurement repository.
Track pending contracts for signature and ensure proper document retention and filing.
Collaborate with Contract Manager or Category Managers to escalate issues requiring legal or policy review.
Assist in monitoring contract expirations and supporting renewal or close-out activities.
Perform additional duties as requested by the Contracts Manager or Contracts Director to support procurement operations and contract administration.