Simulation Procurement Specialist - ZIEL

University of Kansas Medical Center•Kansas City, MO

31d•$29 - $44•Onsite

About The Position

The Simulation Procurement Specialist is an advanced-level coordinator role responsible for managing the full procurement life cycle. This includes sourcing, purchasing, payments, vendor relationships, receiving, and reporting for office supplies, simulation equipment and supplies, capital purchases, service agreements, contracts, internal service billing, payroll actuals, subscriptions and memberships, professional development, and business travel. As a member of the Business Operations Team, this position works closely with other coordinators to provide shared program support for Zamierowski Institute for Experiential Learning (ZIEL) operations to include simulation resource management, internal and external communications, coverage of reception and programming areas for receiving and hospitality, travel and event coordination, and team building and professional development.

Requirements

Four (4) years of experience in procurement, accounting, payroll, logistics, supply chain, business, finance, or related field. Education may be substituted for experience on a year-for-year basis.

Nice To Haves

Experience using Workday or other procurement software.
Experience working in a government, healthcare, or higher education institution.
Experience navigating management of complex resources.

Responsibilities

Serve as the lead for procurement for the Institute by: Reviewing, analyzing, and documenting procurement processes. Identifying opportunities for process improvement and cost effectiveness. Ensuring complete documentation in all required systems. Participating in policy and procedure updates for the Institute. Contributing to Institute staff training related to procurement and travel.
Serve as the primary purchaser for the Institute by overseeing the end-to-end procurement process for all types of financial transactions, including: Procurement Coordination: Receive procurement requests, independently identify action needed, communicate effectively and timely with internal and external partners, and proactively anticipate cyclical expenses and renewals. Business Procurement Card Transactions: Initiate purchases, ensure proper documentation, maintain compliance with institutional rules and regulations and reconcile all transactions. Purchase Orders and Invoicing: Generate new requisitions and purchase orders via the KUMC Workday system, serve as the primary contact for University Accounts Payable, ensure accurate and adequate documentation and compliance, process invoice payment requisitions via Workday, and confirm successful payment and fulfillment. Direct Purchases from the University of Kansas Health System: Generate new requisitions and purchase orders via the University of Kansas Health System (UKHS) Workday system, serve as the primary contact for UKHS Accounts Payable, ensure accurate and adequate documentation and compliance with health system policies, and process and confirm successful invoice payment.
Serve as the primary sourcing specialist for all expenses, including capital purchases, contracts, and service agreements for the Institute by: Maintaining contact status with The University of Kansas Health System to serve as the primary procurement specialist for ZIEL. Developing and maintaining relationships with supply chain professionals from various departments in the University of Kansas Health System. Developing and maintaining relationships with key vendors and suppliers to improve communication, negotiation outcomes, and service quality. Partnering with internal subject matter experts to gather operational needs and specifications. Lead vendor identification and assessment by researching potential suppliers and evaluating cost, terms, quality, etc. to support strategic purchasing decisions for the Institute.
Serve as the primary receiver for the Institute by: Tracking fulfillment of all purchases. Receiving all mail deliveries and packages. Coordinating distribution to appropriate team members. Managing any issues with receivables, including returns and refunds.
Serve as the primary travel coordinator for the Institute by: Confirming and communicating guidelines for Institute travelers. Coordinating travel arrangements, including managing data in travel systems and Workday. Preparing and securing spend authorizations for travel. Processing travel expense reports and reimbursements.
Support Institute finance leads in anticipating expenses for budget forecasting. Coordinating across KUMC and TUKHS for shared expense management. Preparing reports for expense actuals.
Assist with scheduling meetings, events, and programming, and maintaining assigned calendars.
Deliver administrative support as requested amid competing priorities and escalating issues when appropriate.
Utilize project management systems to track and complete work, while participating as a project team member for special projects or activities as assigned.
Engage as a project team member for complex resource coordination and support activities that ensure team members have adequate resources, such as reserving rooms and equipment, restocking supplies, and updating related systems.
Ensure timely and accurate data entry and compliance documentation as directed.
Provide logistical support for events and programs as directed such as catering, registration & check-in, room set-up, etc.
Serve as the first point of contact for the institute for email, phone, and in-person communication. Respond to routine inquiries while escalating other requests as appropriate.

Benefits

Coverage begins on day one for health, dental, and vision insurance
health expense accounts with generous employer contributions
Employer-paid life insurance
long-term disability insurance
various additional voluntary insurance plans
Paid time off, including vacation and sick, begins accruing upon hire
ten paid holidays
One paid discretionary day is available after six months of employment
paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment
A retirement program with a generous employer contribution
additional voluntary retirement programs (457 or 403b)