Purchasing Services Administrative Supervisor

Universities of Wisconsin•Madison, WI

6d•$78,000 - $84,500•Hybrid

About The Position

The Purchasing Services Administrative Supervisor provides leadership, oversight, and continuous improvement for low-dollar purchases and business support functions serving the Universities of Wisconsin. The position supervises a team of 3–4 staff who process procurements under $5,000, administer contract repository operations for Universities of Wisconsin System Administration and Department of Administration agreements, coordinate the annual systemwide waiver process, collect insurance certificates, and manage inbound communications and service requests. The supervisor establishes priorities, monitors performance and service levels, ensures compliance with applicable policies and regulations, and fosters customer-focused support for UW stakeholders. UW-Shared Services provides payroll, benefits, HR, business services, and reporting services to UW employees and universities. Its purpose is to standardize processes, consolidate operations, and streamline administrative practices to provide high-quality services while improving administrative efficiency and effectiveness. Service Operations also aims to reduce administrative burden and cost so UW institutions can direct more time and resources toward their central missions. The position is full-time, salaried, exempt, and academic staff-ongoing. The office is located at 660 West Washington in Madison, Wisconsin. Employees are expected to work in the office three days per week, with up to two days off-site or remote. Telecommuting agreements may change. The starting annual salary range is $78,000–$84,500, commensurate with education, related experience, and qualifications.

Requirements

Bachelor’s degree or equivalent experience.
At least two years of combined Purchasing, Finance, or Accounting experience.
Experience interpreting and applying policies, procedures, laws, regulations, or internal controls.
Experience supporting customers in a large, complex organization.
Experience supervising employees, leading teams, coordinating work assignments, or serving in a lead role responsible for operational outcomes.
Experience with enterprise resource planning (ERP) and purchasing software systems.

Nice To Haves

Knowledge of State and University of Wisconsin purchasing rules and procedures.
Experience with contract repository operations for Universities of Wisconsin System Administration and State of Wisconsin Department of Administration agreements.
Experience working with Workday and/or Jagger.

Responsibilities

Supervise, coach, and develop a team of 3–4 employees, including assigning work, establishing priorities, approving time, managing performance and conduct, and participating in hiring, discipline, and other personnel actions.
Direct the timely and accurate processing of procurements under $5,000 and guide staff and UW stakeholders on applicable purchasing requirements and procedures.
Oversee contract repository operations for Universities of Wisconsin System Administration and State of Wisconsin Department of Administration agreements, supporting accurate records, accessibility, and lifecycle administration.
Coordinate the annual systemwide waiver process, including work planning, stakeholder communications, tracking, issue resolution, and timely completion.
Oversee the collection, review, tracking, and maintenance of supplier insurance certificates and address documentation gaps or service issues.
Manage daily inbound communications and service requests, establish service expectations, monitor workload and response times, and ensure consistent, customer-focused support.
Analyze operational data and trends, prepare workload and service-performance reports, and recommend process, technology, and service improvements.
Partner with procurement, finance, legal, risk management, and campus stakeholders to resolve complex issues and improve systemwide purchasing support.
Develop and maintain procedures, training materials, and cross-training plans that promote consistency, continuity, and staff development.
Foster an inclusive, accountable, and collaborative work environment focused on continuous improvement and high-quality public service.