R0008204
USF Hilltop Campus
Job Title:
Business Analyst (Vendor and Operations Support)
Job Summary:
Job Scope:
Reporting to the Senior Director of Finance and Administration, this position is responsible for managing IT vendor contracts and registration, department procurement, reconciling billing statements from vendors, submitting IT procurement orders, invoice payment requests, reconciling purchase orders and resolving order issues, coordinating and facilitating department events. This position will manage the vendor management system that is responsible for tracking all IT contracts with a budget upwards of 5 million dollars. This position will be responsible for reviewing hardware and software requirements of the university on an ongoing basis and then determining if it is necessary to renegotiate terms with vendors based on those changing requirements. This position will prepare for vendor analysis and performance reports, collecting data for expense analysis, completing online requests for hardware, software and human resources and tracking vendor transactions and/or contacting vendors, provide staff recruiting support and assist with department personnel onboarding, managing vehicle fleet, and supervising student assistant(s)
Full Job Description:
Responsibilities:
Vendor Management

• Partner with Purchasing Service to facilitate IT vendor registration, IT contract management, maintain/submit eProcurement orders and records, vendor bills processing and expense reconciliation, RFP/RFQ/RFI distribution and processes
• Review and maintain vendor contract management process including contract execution, acquire legal review approval, and process/submit fully executed contract to and from IT vendors, maintain inventory of IT vendor contracts, and vendor account contact library/database
• Develop, rollout and manage an Annual IT vendor performance review, including product and service assessment (IT Score Cards), and coordinate with IT Directors group in notifying vendor annual performance score
• Manage data integrity in IT procurement and vendor tracking system and act as backup system administrator to process data or perform data recovery for IT procurement and payment records after hours or on weekends
• Research/report payment discrepancies and product/service delivery delays to Sr. Director of Finance and Administration and team, and resolve/identify process fallout
• Establish relationship with vendors, collect signed quotes, process payment of invoices to ensure compliance within contract terms and conditions
• Generate purchase eRequisitions in Jaggaers system, update IT internal procurement database, follow up with vendor orders, and assist Sr. Director of Finance & Administration and team in invoice processing and reconciliation

Personnel Operations

• Develop/Maintain New Hire Onboarding and Offboarding Program, coordinate interviews, track candidates where necessary and submit access requests/provide orientation to onboard new staff/student assistants, plus remove access at offboarding
• Process and reconcile direct invoice payments in Concur system, process requests for granting employee access to MFP printing system, provide resource guidance to division personnel
• Manage driving privilege and assigning vehicle calendar access to new authorized ITS drivers
• Manage contracted employees and/or affiliate records, track/analyze exception personnel spending and generate affiliate labor distribution reports for leadership analysis
• Supervise student assistant(s)

Finance Operations

• Collect data for periodic budget reports to ITS leadership and Directors under the direction of Sr. Director of Finance and Administration
• Assist Sr. Director of Finance & Administration in managing ITS capital projects procurement records including products, service and event management monthly and quarterly spending analysis
• Collect data for IT benchmarking surveys, and manage/analyze/submit reports
• Manage ITS vehicle licensing renewal, register ITS authorized drivers, maintain vehicles, cars check-in/out calendar, logs and keys, monitor usage, and policies
• Process Banner-Finance transfers, and employee expense reports audits
• Manage/audit ITS equipment, division general/kitchen supplies and inventory, and maintain supplies orders and contact vendors for reorders when needed
• Plan, coordinate, and facilitate ITS division major events and may represent ITS in HR Wellness Committee, or Finance Planning team
• Plus any other duties as assigned by supervisor

Requirements and Qualifications:

• Experience with Procurement software and Accounting System Management a plus
• Must have excellent verbal and written communication, organizational and presentation skills and must be detail oriented
• Proven experience in a customer service environment, and skilled in working collaboratively and courteously in complex environment
• Must exhibit a disciplined, data-driven approach and methodology
• Strong ability to collaborate with senior management team to implement creative solution and measure delivery of results, respect confidentiality of all information and able to work independently
• Ability to manage multiple projects and work under time constraint preferred
• Strong in MS Office Suite (Excel, PowerPoint, Word), Visio, FileMaker
• Proficient in Jaggaer/SciQuest, Qualtrics, Google Apps, Service-Now, Ellucian Banner-Finance
• Possess valid driver license with at least 3 years of clean driving records in California
• BS in Accounting, Finance, Business Administration, Computer Science, Human Resources Management or related field plus 2-3 years of equivalent experience
• Previous work experience in above areas may substitute

Full-Time/Part-Time:
Full time
Pay Rate:
Salary
Salary Range :
$75,000 annualized or higher based on experience
To apply, visit https://usfca.wd5.myworkdayjobs.com/en-US/USF_Staff/job/USF-Hilltop-Campus/Business-Analyst-Vendor-and-Operations-Support-_R0008204.
The University of San Francisco is located in the heart of one of the worlds most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a students passion for social justice and a desire to "Change the World From Here." For more information, visit http://www.usfca.edu.
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