Purchasing Services Administrative Supervisor

University of Wisconsin Stout • Madison, WI

5d • Hybrid

About The Position

The Purchasing Services Administrative Supervisor provides leadership, oversight, and continuous improvement for low-dollar purchases and business support functions that enable efficient systemwide operations across the Universities of Wisconsin. The position supervises 3–4 employees responsible for procurements under $5,000, contract repository operations, the annual systemwide waiver process, supplier insurance certificate collection, and daily inbound communications and service requests. The supervisor establishes work priorities, monitors performance and service levels, ensures compliance with applicable policies and regulations, and fosters a customer-service-oriented environment for UW stakeholders.

The role is part of UW-Shared Services, which provides payroll, benefits, HR, business services, and reporting services to UW employees and universities. The department standardizes processes, consolidates operations, and streamlines administrative practices to provide high-quality services and improve efficiency and effectiveness. The office is at 660 West Washington in Madison, Wisconsin. Employees are expected to work in the office three days per week; two days may be worked off-site or remotely. Telecommuting agreements may change.

This is a full-time, salaried, exempt academic staff ongoing position. Well-qualified candidates can expect a starting annual salary of $78,000–$84,500, commensurate with education, related experience, and qualifications. Screening begins immediately and continues through November 15, 2026, although applications may be accepted until the position is filled.

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, setting priorities, approving time, managing performance and conduct, and participating in hiring, discipline, and other personnel actions.
• Direct timely and accurate processing of procurements under $5,000 and advise staff and UW stakeholders on purchasing requirements and procedures.
• Oversee contract repository operations for Universities of Wisconsin System Administration and State of Wisconsin Department of Administration agreements.
• Coordinate the annual systemwide waiver process, including planning, stakeholder communications, tracking, issue resolution, and timely completion.
• Oversee 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 to promote consistency, continuity, and staff development.
• Foster an inclusive, accountable, and collaborative work environment focused on continuous improvement and high-quality public service.

Benefits

• An excellent employee benefits package is available; details are provided through the Universities of Wisconsin benefits information and health and retirement contributions estimator.

What This Job Offers

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