Job Description Summary Under the general direction of the Procurement & Campus Services Director, the Purchasing Specialist shall provide administrative and program support in a fast-paced environment with broad impact.
The Purchasing Specialist must be team oriented and knowledgeable of various purchasing policies and procedures, as well as have a high degree of confidentiality.
This role will work closely with both the Director of Procurement and Campus Services and the Director of Procurement. The Purchasing Specialist will support the administration of the campus Corporate Card Program and other core procurement programs involving a wide range of procedures, using initiative and judgement in analyzing information and recommending a course of action while meeting the requirements established within various applicable university policies.
Act as a resource to university departments by advising and resolving problems in matters such as purchasing procedures.
Participate in open office hour support and set-up.
Conduct competitive analysis to identify vendors/popular products, keep accurate records of purchases made, provide reports as requested, and provide assistance in reconciliation of invoices and discrepancies in receiving/invoices as necessary.
Assist the Procurement team in performing data and spend analytics.
Ensure compliance with Institution's policies that pertain to procurement procedures to minimize institution liability.
Directly responsible for the on-going administration of the tracking of our supplier database including onboarding, monitoring, and tracking. Assure diverse vendor information in our secondary database is accurate and current.
Establish and maintain professional, cooperative, and productive working relationships with vendors/contractors, resolving any problems and/or conflicts in a timely manner.
Work with the Procurement Team in the development and execution of supplier diversity key strategies, metrics, reporting and initiatives.
Develop and maintain a good working knowledge of the sourcing process to assist the Procurement Team and business owners with the identification and qualification of DBE's capable of providing applicable goods and services.
Provide timely responses to internal and external inquiries.
Review and process Corporate Card (procurement/credit card) applications and distribute cards to cardholders.
Issue and maintain Corporate Card forms in accordance with applicable regulations, policies and procedures.
Maintain cardholder database, securing card account numbers, tracking training and card issuance, and managing paperless processes.
Interact with card issuing bank to add, change, and terminate cardholders.
Answer questions and solve problems pertaining to the program including: assisting cardholders with disputes and decline issues, updating cardholder approving official, processing account limit changes, and addressing general questions.
Maintain tracking log for cardholder suspensions, re-training, or other cardholder action as required by campus policies and procedures.
Review weekly employee separation reports to ensure timely deactivation of cardholder accounts and updates for approving authority on existing accounts. Prepare monthly, quarterly, and ad-hoc reporting.
Responsible for Certificate of Insurance process including maintenance of database, direct contact with vendors, follow up and proactive monitoring.
Coordinate and administer campus office supply and Amazon Business account set-ups, and any other as may originate.
Maintain Procurement & Campus Services website area related to campus Corporate Card program, office supplies, and any other related programs.
Establish and build strong partnerships with campus constituents, providing outstanding customer service.
Resolve problems between end-users, suppliers and Accounts Payable as appropriate.
Other duties as assigned.
A Bachelor's degree plus a minimum of 2 years of administrative work experience OR a High School diploma plus a minimum of 5 years of directly relevant experience.
Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
Excellent customer services skills and professionalism.
Excellent computer skills and competence with a variety of computer applications including dashboard reporting, spreadsheets, databases, on-line systems, internet, Adobe and Microsoft Office Suite. Experience with Workday a plus.
Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
Working knowledge of budget policies and procedures.
Ability to train others on new skills and procedures.
Bachelor's degree in business administration, purchasing, or accounting.
Experience with programs such as credit card programs, e-procurement systems, or other complex administrative programs.
Experience with credit card program administration, process, analysis, auditing, reporting, and training.
Typical office setting with extensive sitting and computer work
Ability to travel around campus for meetings and other work related events
Bentley University requires references checks and may conduct other pre-employment screening.
Bentley University strives to create a campus community that welcomes the exchange of ideas, and fosters a culture that values differences and views them as a strength in our community.
Bentley University is an Equal Opportunity Employer, building strength through diversity. The University is committed to building a community of talented students, faculty and staff who reflect the diversity of global business. We strongly encourage applications from persons from underrepresented groups, individuals with disabilities, covered veterans and those with diverse experiences and backgrounds.