Supplier Relationship Specialist

Primary Work Location:

Westborough, MA; Hybrid Schedule

Job Summary

Reporting to the Supplier Relationship Manager, the Supplier Relationship Specialist provides support in managing the university supplier/vendor file for the UPST.

S/he will coordinate and participate in the processing of vendor information for all campuses in alignment with agreed cycle-times. Works relatively independently and exercises professional judgment in areas vendor maintenance compliance. Ensures vendor information complies with federal, state and university regulations.

In addition to coordinating vendor information processing and maintenance, he/she will support the Supplier Relationship Manager and UPST leadership in driving strategic supplier identification and development to drive value-based vendor relationships for UMass system.

Essential Functions

• Proactively address vendor problems and communicate issues directly to Supplier Relationship Manager and UPST Leadership as needed
• Determine vendor type, type of allowable payments that can be made to a vendor and documentation required in alignment with SRM team processes
• Participate/coordinate internal SRM team processes and certain interactions with suppliers, including:
• Work with Non-Resident Alien individuals, and the Tax Department within the University Treasurer’s Office, to determine tax status and compliance with IRS regulations.
• Ensure vendors are entered into the UPST vendor database and reviewed and approved prior to any campus doing business with such vendor.
• Ensure adequate supporting documentation for all active vendors, ensure vendor documentation is in compliance with federal and state laws, rules, and regulations and follows University of Massachusetts policies, ensure proper tax documents are completed accurately, with guidance and assistance from the Tax Department, and resolve issues when vendor data conflicts with vendor file.
• Provide a level of service (quality and timeliness) that satisfies intercampus service agreements
• Process supplier reviews, registrations and requests within a timely manner
• Participate in vendor performance issue prioritization, root cause analysis, and resolution
• Review and resolve in supplier export errors
• Participate in the deployment and use of Vendor Relationship Analysis to classify suppliers, rate their performance, and set development objectives
• Support the Supplier Relationship Manager in identification and mobilization of supplier performance monitoring, governance, and development opportunities in partnership with campus stakeholders
• Develop, execute and distribute routine and ad-hoc reports from the vendor database for operations, validations, statistical analysis and historical comparison to satisfy service level agreement(s) and management requirements
• Train employees, temporary employees, students, and others in Accounts Payable, Procurement, and UMass departments, concerning submission of appropriate documentation necessary for the adding and alteration of the vendor codes and the associated information in each case.
• Support in the definition of vendor scorecards for tracking and supplier performance; assist in collection of relevant data for business to complete vendor scorecards for performance tracking
• Provide support to SRM team and UPST leadership regarding strategic dialogue with suppliers and evaluate the risk/reward of identified opportunities
• Assist in collecting supplier feedback from sourcing and contract teams as input into supplier performance and development activities.
• Perform any additional activities as recommended by Supplier relationship Manager or UPST Leadership in alignment with UPST’s overall objective
• Assist in presenting in Coffee with A&F and Lunch with UPST
  
  

Other Functions

• Support both internal and external stakeholders in the definition and gathering of information for vendor scorecards for tracking and supplier performance
• Support capability gap assessment and supplier development opportunity identification activities
• Support periodic vendor business review meetings preparation and coordination for preferred suppliers
• Support supplier performance issue prioritization, root cause analysis, and resolution
• Perform other duties as assigned
  
  
  

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience)

• Associates degree and three years of experience in a related business discipline or a Bachelors degree and one year of experience in a related business discipline
• Understands best practice in business processes, and tools needed to provide quality procurement products / customer service
• Strong written, presentation, and oral communication and listening skills
• Proficiency with Microsoft Office or similar software
• Strong interpersonal and relationship building skills
• Ability to work independently and produce quality deliverables
• Highly self-motivated with the ability to drive change in a large organization with minimum supervision
  
  
  

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience)

• Experience working in an institution of higher education
• Strong project management skills and results oriented
  
  
  

Working Conditions

• Typical office environment
• Must be able to travel occasionally to all UMass campuses and the Boston central office
  
  
  

Additional Details

Salary commensurate with experience up to $65,000.