Procurement Officer Assistant - Business Services

Hiring Department: OVCAS Business Services

Location: Chicago, IL USA

Requisition ID: 1012006

Posting Close Date: 05/28/2024

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

Description:

The University of Illinois at Chicago, Business Services is seeking to fill two Procurement Officer Assistant positions. Under general supervision of the Manager/Supervisor, performs duties relating to the purchasing of goods, services, and equipment for the Purchasing, Procurement, and Material Distribution (PPMD) unit in the OVCAS.
Duties & Responsibilities

• Responsible for purchasing goods, services and equipment requested by Facilities Management Department (FM) operating and administrative units. This includes, but is not limited to: Obtain phone quotes regarding prices and availability of goods, equipment, and services. Process and enter orders directly into the University of Illinois procurement system(s), including, but not limited to FM systems and databases. Work with requestors to purchase special or exceptional items or services, while identifying problems and suggesting solutions. Work with University Office of Business and Financial Services to ensure purchasing guidelines are met and that order requests are placed and processed. Expediting overdue and special attention orders Identifying technical publications and catalogs to be used for determining substitutions and compliance with specifications .to obtain high quality products at the lowest possible cost in the most expedient manner possible. Meet with vendor sales representatives as required.

• Responsible for expediting all necessary follow-up actions to ensure proper placement and receipt of orders. This includes, but is not limited to: Research and provide timely responses to inquiries from the requestors concerning status of the orders. Respond to inquiries with University Payables Office to ensure payment of vendor invoices are accurate and completed according to terms. Reconcile Procurement Card transactions on timely bases. Provide timely responses to inquiries from vendor representatives regarding payments or shortage. Reconcile receiving documents to purchase orders. Identify, resolve, and suggest solutions to problems that arise.

• Initiate, review, and distribute necessary purchasing related reports, including but not limited to, purchase order aged reports, receiving and back orders reports, UI procurement card purchase and reconciliation reports, and payable reports.

• Oversee the clerical operation in data processing and record keeping. Ensure that procedures are followed correctly.

• Perform other related duties and participate in special projects as assigned.

Qualifications:

Minimum Qualifications Required:

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 satisfy the above requirements.

PREFERRED QUALIFICATIONS: At least 6 months of work in the preparation of procurement field, such as expediting purchases, returning goods, claims resolution resolving billings.

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification, and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts, and diplomas within the application.
Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application, you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date.

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, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

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