Purchasing Officer

Job Summary

Assist Purchasing Director and departments with all phases of the university purchasing process for goods and services by handling assignments that may include but are not limited to the following functions:

• Review and process purchase requisitions and orders.
• Solicit and evaluate bids, quotes, and proposals.
• Negotiate pricing, terms, and delivery with vendors.
• Draft and manage contracts and supporting documents.
• Ensure compliance with procurement laws and policies.
• Monitor budgets, funding sources, and encumbrances.
• Maintain accurate purchasing and contract records.
• Provide guidance to departments on purchasing procedures.
• Prepare reports on purchasing activities and vendor use.
• Support supplier diversity initiatives.

Job Duties & Responsibilities

• Support Director of Purchasing and Departments in Developing Scopes of Work (SOW) for RFPs and Bids: Assist university departments in preparing scopes of work for the procurement of goods and services by providing standardized templates and guidance on the basic information required. Offer support in distinguishing between scopes of work for formal bids (focused on clear, objective specifications) versus RFPs (which allow for more flexibility and evaluation of qualitative factors). Ensure all SOWs include necessary elements such as specifications, deliverables, timelines, and performance metrics or standards, in alignment with university procurement policies and applicable regulations.

• Process Procurement Requests: Review and evaluate requisitions for completeness, budget availability and compliance with procurement laws and policies. Convert approved requisitions into accurate and timely purchase orders.

• Negotiate with Vendors: Conduct negotiations on pricing, terms, and service delivery to achieve best value for the university while ensuring fairness and transparency throughout the procurement process.

• Vendor Relations: Maintain strong professional relationships with vendors. Monitor vendor performance in collaboration with departments and address issues related to delivery, quality, contract terms or compliance concerns.

• Regulatory Compliance: Ensure all purchases adhere to applicable state statutes (e.g., Louisiana Procurement Code, LA R.S. 39:1551 et seq., Title 34 of the Louisiana Administrative Code etc.), university policy, and federal guidelines when applicable.

• Budget Oversight: Verify funding sources and ensure appropriate FOAP (Fund–Org–Account–Program) codes are used. Monitor encumbrances and coordinate with the Department of Finance to resolve issues such as non-sufficient funds (NSF) and necessary budget adjustments.

• Audit and Recordkeeping: Maintain organized records of bids, purchase orders, contracts, and related correspondence to support audit readiness.

• Customer Service: Serve as a resource to faculty, staff, and departments on procurement procedures, timelines, and compliance expectations.

• Reporting and Analysis: Prepare reports on purchasing activities, cost savings, vendor utilization, and contract status to support internal decision-making and external state oversight bodies.

• Training and Education: Assist in educating university personnel on procurement policies, thresholds, procedures and best practices through training sessions, guidance documents and one-on-one support.

• Continuous Improvement- Pursue professional self-development opportunities and research procurement best practices, new sourcing strategies, supplier diversity initiatives (Hudson/Veteran programs), and cost-saving opportunities to enhance purchasing operations.

Qualifications

Minimum:

• A Bachelor’s degree from an accredited university

• 1-3 years of relevant experience in purchasing or supply chain management

• Familiarity with state or federal procurement regulations

• Strong knowledge of MS Office (Excel and PowerPoint)

• Demonstrated ability to prepare and evaluate IFBs, RFPs, contracts, and vendor agreements

• Experience with ERP or financial systems (e.g., Banner)

• Motivated, customer service-oriented individual with strong verbal and written communication skills

• The ability to prioritize workload and assume responsibility for the work

• Handle confidential matters professionally and exude the appropriate level

• Sound judgment and maturity; attention to detail for data entry

• Able to define problems and provide solutions; discern when to escalate issues

Supplemental Information

Applications without the following will not be considered complete.

• Cover Letter
• Resume
• Transcript(s) if applicable
• Curriculum Vitae if applicable

State As a Model Employer