Procurement Specialist

Job description

Make a difference at one of Florida’s premier institutions for education in science, technology, engineering, and math (STEM). Florida Polytechnic University, ranked the No. 1 public college in the region by U.S. News and World Report, offers a unique working environment that encourages faculty and staff to be part of a culture that prizes collaboration, innovation, and the willingness to go above and beyond to ensure our students and University succeed. Florida Poly offers a small campus academic environment where students form connections with their faculty and peers as they pursue high-value degrees in engineering and applied sciences. The University is equipped with cutting-edge facilities and equipment and two award-winning, architecturally distinct academic buildings. Its evolving curriculum, designed to meet the needs of industry and provide a life-long educational foundation for students, has helped the institution grow in prominence since its opening in 2014. Florida Poly’s deliberately small classes, affordability, and outstanding graduate outcomes have helped it earn recognitions such as being named a top value school, in the top 25 nationally for affordability, and in the top five best universities in the South for tech students. Accredited by ABET and SACSCOC, Florida Poly is educating some of the brightest minds in Florida and attracting standout talent from across the nation. JOB TITLE Procurement Specialist JOB DESCRIPTION SUMMARY This position serves as the primary point of contact for the University's day-to-day procurement activities, providing purchasing support, procurement guidance, and exceptional customer service to the campus community. This position is responsible for reviewing and processing purchase requisitions; issuing purchase orders and change orders; supporting supplier onboarding and maintenance; and assisting departments with procurement methods, sourcing requirements, and purchasing procedures. Working collaboratively with the Director and Assistant Director of Procurement, the Procurement Specialist helps ensure that procurement activities comply with university policies, Board of Governors regulations, State of Florida statutes, and other applicable requirements, while supporting the continuous improvement of procurement operations and service delivery. JOB DESCRIPTION RESPONSIBILITIES: Procurement Operations & Purchasing (45%) Review, process, and monitor purchase requisitions for completeness, accuracy, and compliance with University policies and procedures. Create and issue purchase orders, purchase order amendments, and change orders within the University's ERP system. Review procurement requests to ensure the appropriate procurement method is utilized based on applicable laws, regulations, policies, and delegated purchasing authority. Obtain quotations for informal procurements and assist departments with low-dollar sourcing activities. Coordinate with departments to resolve requisition deficiencies, funding issues, missing documentation, and purchasing questions. Monitor assigned procurement requests from intake through purchase order issuance to ensure timely processing. Coordinate with suppliers regarding purchase orders, delivery schedules, order status, and routine purchasing matters. Maintain complete and accurate procurement records in accordance with University record retention requirements. Customer Service & Supplier Support (30%) Serve as a primary point of contact for procurement-related questions from faculty, staff, and suppliers. Provide guidance regarding procurement procedures, purchasing methods, procurement timelines, and required documentation. Coordinate supplier onboarding requests and supplier profile updates. Assist suppliers with onboarding requirements and procurement-related inquiries. Build collaborative relationships with campus departments to promote efficient and compliant purchasing practices. Coordinate with Accounts Payable, Budget, and other administrative offices to resolve purchasing-related issues. Refer Purchasing Card and travel-related questions to the Travel & Purchasing Card Specialist, as appropriate. Procurement Compliance & Continuous Improvement (15%) Review procurement transactions for compliance with University policies, Board of Governors regulations, Florida Statutes, and other applicable requirements. Identify incomplete or non-compliant procurement requests and assist departments in resolving issues prior to processing. Support internal and external audits by maintaining procurement documentation and responding to information requests. Assist with procurement reporting, operational metrics, and data analysis. Recommend improvements to procurement processes, forms, workflows, and customer service practices. Assist with development and maintenance of procurement procedures, templates, and standard operating procedures. Systems, Training & Department Support (10%) Utilize Workday and other procurement systems to process purchasing transactions and maintain procurement records. Assist with testing, implementation, and enhancement of procurement-related systems and workflows. Support the Director and Assistant Director with development of procurement training materials, job aids, and campus resources. Provide one-on-one guidance to departments regarding procurement processes and system navigation. Participate in departmental initiatives, special projects, and other duties as assigned. Perform other duties as assigned. MINIMUM QUALIFICATIONS: High school diploma One (1) year of progressively responsible experience in procurement, purchasing, finance, accounting, business operations, or a related administrative function. One (1) year of experience providing customer service. In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered. PREFERRED QUALIFICATIONS: Bachelor's degree in Business Administration, Public Administration, Supply Chain Management, Finance, Accounting, or a related field Experience in public procurement or higher education. Experience with enterprise resource planning (ERP) systems (e.g., Workday) and/or eProcurement platforms. KNOWLEDGE, SKILLS AND ABILITIES: Knowledge Knowledge of public procurement principles, purchasing methods, and procurement best practices. Knowledge of applicable federal and state laws, Board of Governors regulations, University policies, and procurement procedures. Knowledge of purchasing, supplier management, and procurement documentation requirements. Knowledge of enterprise resource planning (ERP) systems and procurement software, preferably Workday. Knowledge of financial controls, record retention, and public records requirements. Knowledge of Microsoft Office Suite and standard business software applications. Skills Strong customer service and relationship management skills. Excellent written and verbal communication skills. Strong organizational and time management skills with the ability to prioritize multiple assignments. Strong analytical and problem-solving skills. Skill in reviewing procurement documents for accuracy and compliance. Skill in maintaining detailed records and preparing reports. Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and Teams. Ability to learn and effectively utilize enterprise procurement systems and related technology. Abilities Ability to interpret and apply procurement policies, procedures, and applicable regulations. Ability to process procurement transactions accurately while meeting established deadlines. Ability to establish and maintain effective working relationships with faculty, staff, suppliers, and other stakeholders. Ability to provide professional guidance and customer service in a collaborative environment. Ability to identify issues, exercise sound judgment, and recommend appropriate solutions. Ability to maintain confidentiality and handle sensitive information with discretion. Ability to work independently while contributing effectively as a member of a team. Ability to adapt to changing priorities and support continuous process improvement initiatives. REQUIRED LICENSES, CERTIFICATIONS, AND/OR OTHER SPECIFIC REQUIREMENTS OF LAW: Must possess a valid driver’s license. This position requires a criminal background check, which may include a Level II screening as required by Florida Statute §435.04. This position is subject to federal and state privacy regulations.; NORMAL WORK SCHEDULE: This position is salary exempt. The normal work schedule is Monday – Friday, 8:00 a.m.-5:00 p.m., however, occasional overtime (weekends and evenings) may be required. TARGET HIRING SALARY : $50,200 - $54,000, commensurate with experience. Location/Work Model: Full-time/On-site Note: Employment-based visa sponsorship will NOT be considered for this position. APPLICATION DEADLINE DATE : The position may be open for 14 days, with a minimum of 7 days. However, the review of applications will commence immediately. APPLICATION PROCESS: In addition to completing the online application, all applicants are required to upload the following as attachments to the application (preferably in PDF format). Cover Letter Resume Three (3) Professional References If any of these three items are not included, you will not be considered for the position. References will not be contacted unless you are selected as a finalist for the position. DIVERSITY STATEMENT: Florida Polytechnic University is an equal opportunity/equal access institution. It is the policy of the Board of Trustees to provide equal opportunity for employment and educational opportunities to all (including applicants for employment, employees, applicants for admission, students, and others affiliated with the University) without regard to race, color, national origin, ethnicity, sex, religion, age, disability, sexual orientation, marital status, veteran status or genetic information. Employment is contingent upon eligibility to work in the US. An appointment is not final until proof is provided. FLORIDA POLY BENEFITS INFORMATION Florida Poly qualified employees have the opportunity to take advantage of a variety of health benefits (through the State of Florida) to help meet their specific needs, as well as the needs of their family. This comprehensive coverage includes flexible spending accounts, medical and life insurance, and worker's compensation. Health benefits are administered through People First , on behalf of the State of Florida, as pre-tax insurance plans. People First handles all new hire enrollments, coverage changes, premium administration, and dependent eligibility. Their Service Center is staffed Monday through Friday, from 8 a.m.–6 p.m. EST, at 1-866-663-4735. RETIREMENT Florida Poly offers great options for retirement. From the required selection of a state plan to additional voluntary retirement plans, our employees have many opportunities to save and prepare for their future. Click Here for more information. OTHER BENEFITS Discounts & Perks Annual Leave To help promote work-life balance, Florida Poly provides a generous leave program, which includes paid time off and paid holidays. Qualified employees may accrue 22 days of annual leave. In addition, the University observes the holidays listed in our University Holidays policy FPU-1.008 . Sick Leave Qualified employees may also accrue 12 days of annual sick leave and participate in our Sick Pool Program . Employee Assistant Program (EAP) EXPLORE LAKELAND FLORIDA Conveniently located along I-4 between Tampa and Orlando, Lakeland is home to Florida Polytechnic University and many other businesses and attractions. Click here to explore Lakeland, Florida. SPECIAL INSTRUCTIONS REGARDING ATTACHMENTS: Required attachments are listed on each posting. Please be sure to attach all required documents in the Resume/CV field before continuing through the application. Once your application has been submitted, no changes may be made and additional attachments will not be considered. An unofficial copy of the degree/transcript is acceptable during the application process. For positions requiring a degree, the official transcripts are required upon hire. Foreign Transcript: Transcripts issued outside of the United States require a equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the application deadline. All document(s) must be received on or before the closing date of the job announcements. This position requires a background check, which may include a level II screening as required by the Florida Statute §435.04.