Business Office - Purchasing Operations Specialist

Sacred Heart University • Fairfield, CT

8d

About The Position

The Purchasing Operations Specialist is responsible for managing and optimizing the University’s procurement operations, with a focus on vendor onboarding, e-procurement system administration, and front-end purchasing controls. This role serves as the central point of coordination for vendor management, procurement workflows, and system support, ensuring accuracy, compliance, and efficiency across the purchasing lifecycle. The Specialist plays a key role in maintaining internal controls, improving user experience, and supporting audit readiness by strengthening processes upstream of payment and financial reporting.

Requirements

• Bachelor’s degree in Business, Finance, Accounting, or a related field preferred, or equivalent experience
• Experience in procurement, vendor management, or financial operations
• Experience with ERP and e-procurement systems (Ellucian Colleague and Unimarket preferred)
• Strong attention to detail and commitment to data accuracy
• Knowledge of procurement processes, internal controls, and compliance practices
• Ability to manage multiple priorities in a deadline-driven environment
• Strong problem-solving skills, particularly in system troubleshooting
• Effective communication and customer service skills
• Service-oriented and collaborative approach
• Strong sense of ownership and accountability
• Ability to balance operational execution with process improvement
• Commitment to maintaining confidentiality and data integrity

Nice To Haves

• Ellucian Colleague and Unimarket preferred

Responsibilities

• Own the vendor onboarding and maintenance process, including setup in Colleague and SHU eBuy
• Ensure completeness and accuracy of vendor records, including tax documentation, banking information, and compliance requirements
• Coordinate vendor activation processes, including Paymode enrollment
• Maintain tax-exempt certificate documentation and support vendor-related compliance requirements
• Support audit requests and reporting related to vendor activity and controls
• Serve as the primary functional owner and operational contact for the University’s e-procurement system
• Manage procurement workflows, configurations, and user access in coordination with IT
• Monitor system performance and resolve user issues, escalating technical concerns as needed
• Maintain and update system content including catalogs, punchouts, and forms
• Track system usage and identify opportunities to improve adoption and efficiency
• Serve as the primary point of contact for purchasing-related inquiries and system support
• Monitor and respond to procurement and SHU eBuy support requests
• Provide guidance to faculty and staff on purchasing policies, procedures, and system navigation
• Support training efforts and develop user-facing documentation and resources
• Perform quality control for prepaid requests, catch-all requisitions, and other high-risk transactions
• Support compliance review for specialized requisitions (e.g., entertainers tax-related requests) in coordination with appropriate departments
• Ensure adherence to internal controls, including segregation of duties and approval workflows
• Monitor and follow up on open purchase orders, punchout transactions, and outstanding commitments
• Coordinate periodic cleanup activities, including closure of blanket and inactive purchase orders
• Partner with departments to resolve outstanding purchasing issues and ensure timely processing
• Maintain reporting and tracking of procurement activity and outstanding items
• Identify opportunities to improve procurement processes, workflows, and system functionality
• Develop and maintain standard operating procedures and training documentation
• Support purchasing analytics and reporting to improve visibility into procurement activity
• Assist with internal and external audit requests and documentation

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level