Purchasing Specialist

University of Pennsylvania

About The Position

The Purchasing Specialist is responsible for managing all aspects of procurement, card activity, travel, and expense compliance within SP2 Finance. The position oversees purchasing, travel, and meeting card transactions, purchase order and non-PO processing, supplier onboarding, and Independent Service Provider (ISP) oversight. The Purchasing Specialist ensures that purchasing and expense activities comply with University policies and internal controls through ongoing monitoring, reconciliation, and enforcement. In addition to day-to-day operations, this role actively participates in and collaborates with central Procurement and Purchasing Services, including contributing to focus groups, work groups, and policy discussions. The Purchasing Specialist also serves as the primary contact for procurement and travel inquiries and as a backup to the Payroll Specialist for timekeeping responsibilities. All SP2 staff are required to participate in convocation and graduation ceremonies as needed.

Requirements

Associate of Science and 2 to 3 years of experience or equivalent combination of education and experience is required.
Demonstrated knowledge of purchasing, accounts payable, and travel and expense processes.
Strong attention to detail, accuracy, and organizational skills, with the ability to manage multiple priorities.
Excellent customer service and communication skills, including the ability to explain policies and procedures clearly to faculty, staff, and students.
Proficiency with Microsoft Office applications and familiarity with data reconciliation and reporting tools preferred.
Ability to interpret and apply financial and procurement policies, ensure compliance, and identify process improvements.
Capacity to work independently with sound judgment, as well as collaboratively within a team and across departments.
Commitment to confidentiality, integrity, and excellent internal customer service.

Nice To Haves

Knowledge of Penn financial systems (BEN Financials, Concur, Penn Marketplace, Workday) and University purchasing, card, and travel policies strongly preferred.

Responsibilities

Process and review purchase order (PO) and non-PO transactions, and manage supplier onboarding (new supplier requests, AppleOne temporary staffing).
Provide oversight of Independent Service Provider (ISP) processes, ensuring compliance with University policies and vendor setup requirements.
Administer the Concur travel and expense system, including review and approval of travel requests and expense reports.
Manage and reconcile all card activity (purchasing, travel, meeting, and other expense cards), including allocations, monitoring, and compliance.
Monitor and reconcile procurement-related activity, including stale checks, encumbrances, and other compliance-related items.
Serve as the primary contact for faculty, staff, and students on procurement, travel, and expense inquiries; manage SP2 Finance ZenDesk tickets to ensure timely resolution.
Participate in University-wide procurement initiatives, focus groups, and policy reviews; serve as SP2 Finance liaison to central Procurement and Purchasing Services.
Conduct regular audits of procurement and expense transactions, enforcing University policies, and support financial reporting/reconciliation activities as needed.
Serve as backup timekeeper for weekly-paid staff.
Perform additional duties as assigned, including participation in convocation and graduation ceremonies as needed.

Benefits

Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Penn provides an array of resources to help you advance yourself personally and professionally.
As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.