Procurement Officer Supervisor- School of Chemical Sciences
University of Illinois

Job Info

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Procurement Officer Supervisor- School of Chemical Sciences

University of Illinois at Urbana-Champaign

The School of Chemical Sciences is searching for a Procurement Officer Supervisor to provide leadership and management of procurement operations for the School of Chemical Sciences with primary responsibility to review and post payment records, resolve discrepancies, monitor processes and procedures and supervise procurement staff.

Duties

Procurement Operations

• Oversee and direct all aspects of the procurement processes for the Department of Chemistry, Department of Chemical and Biomolecular Engineering, and School of Chemical Sciences.
• Identify and implement process improvements in procurement through building relationships with granting agencies, reconciling expenses, and performing regular audits of bids from vendors to ensure funds are appropriately allocated to support the entire School of Chemical Sciences.
• Monitor all aspects of fiscal transactions by confirming payment to vendors, that departmental travel and reimbursement requests are in line with University policies, and P-Cards/T-Cards have been reconciled appropriately.
• Perform market analysis, assess supply chain issues, and review delivery times to ensure faculty and staff needs are met, re-bidding and renewing contracts as needed.
• Audit outstanding invoices and serve as liaison with University Payables and University Purchasing and Contract Management Office to make sure invoices are resolved in a timely manner.
• Oversee all aspects of the purchasing and shipping processes, ensuring orders are delivered and reconciled, following up directly vendors when errors are identified.
• Approve purchase orders involving major commitments of funds within the School of Chemical Sciences to maximize cost-efficiency throughout the procurement process.
• Serve as primary contact for purchases of complex lab equipment and large purchases that are critical to faculty research initiatives and the School of Chemical Sciences mission.
• Interpret the UI Purchasing guidelines and annually review standing purchase orders to assess the cost-effectiveness of bids, renewing and re-bidding accordingly.
• Analyze open purchase order encumbrances and submit requests to campus when purchase orders must be closed.
• Foster relationships with vendor representatives and discuss pricing discounts and contracts, confirming the School of Chemical Sciences is maximizing the use of funding allocated to the procurement area.
• Resolve customer concerns and supply issues directly with vendor representatives.

Policy and Business Practice

• Perform quality control review of documents and transactions.
• Complete appropriate forms for various types of payment requests, including subaward payments, payments to foreign nationals, and special payments.
• Review payment request forms from procurement staff to ensure procurement processes are accurate and consistent within the School's procurement operations.
• Communicate policy updates to the School's faculty and staff, and train all parties in the procurement process to ensure compliance with policies and procedures.
• Serve as liaison with the School's IT staff to update web content so faculty, staff, and external users stay abreast of trends, policies and policy updates, and process improvements that aid the procurement procedures.
• Act as the procurement representative on committees.
• Identify opportunities to update and streamline procedures and processes to accurately track all purchase requests from the School and its departments.
• Monitor the work volume or procurement staff, vocalize staffing needs, and determining if staff are working in their appropriate classification.

Supervise Procurement Staff

• Develop strategic plans to improve efficiencies in the School of Chemical Sciences procurement and purchasing processes.
• Delegate, supervise, and conduct performance evaluations of procurement staff, providing corrective action as needed.
• Train staff, review performance, create and provide feedback to procurement staff that use the campus Enterprise Resource Planning System and School of Chemical Sciences Procurement Shadow System.

General Administration

• Collaboratively works with the School of Chemical Sciences personnel to develop complex reports that aid with performances reviews, order tracking, and data entry in various procurement applications.
• Identify metrics and create goals for procurement staff, review data, and present data to senior administration to collaboratively formulate plans that address the purchasing needs of faculty and staff.
• Approve requisitions and purchase orders from procurement staff, serving as back up purchasing support when needed.
• Perform other related duties as assigned to further the mission of the unit.

Required Qualifications

Any one or any combination of the following, totaling four (4) years (48 months) from the categories below of which two (2) years (24 months) must be actual work experience:
A. Work experience performing duties comparable to those performed at the Procurement Officer Specialist level of this series or in positions of comparable responsibility
AND/OR
B. Six (6) months college credit for course work in any field
30 semester hours equals six (6) months
60 semester hours or Associate's Degree equals one (1) year (12 months)
90 semester hours equals two (2) years (24 months)
120 semester hours or a Bachelor's Degree equals three (3) years (36 months)
Master Degree or higher equals four (4) years (48 months)

NOTE: Possession of a current Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) from The Universal Public Purchasing Certification Council (UPPCC), or a current Accredited Purchasing Practitioner (APP) certificate, Certified Purchasing Manager (CPM) or Certified Professional in Supply Management (CPSM) from the Institute for Supply Management (ISM) or equivalent certifications may satisfy the above requirements.

Preferred Qualifications

• Ability to communicate effectively with others.
• Awareness of, and sensitivity to, cultural and linguistic differences, Commitment to diversity and inclusion.
• Thorough knowledge of university/state procurement and payment policy and procedures.
• Extensive knowledge of computer hardware and software operation (MS Windows, MS Office, and Email).
• Knowledge of accounting principles.
• Demonstrate independent thinking, initiative, mature judgment, and problem-solving skills.
• Knowledge of University, State, and Federal business procedures, rules, regulations, and procedures of other related campus departments.

Appointment Information

This is a 100% full-time Civil Service 1128 - Procurement Officer Supervisor position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date. The budgeted salary range for the position is $60,000-66,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Hybrid work options may be available for this position after an initial on-site training period, with the ability to be on-site at the Champaign-Urbana campus as needed per the University of Illinois workplace flexibility guidelines- https://cam.illinois.edu/policies/hr-87-2/ . Sponsorship for Work authorization is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on January 29, 2025. To apply for this position, please create a candidate profile at https://jobs.illinois.edu , use the Apply Now button on the posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences.

In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment.

For further information about this specific position, please contact lascollegehiring@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1028712
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu

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