Drafts and executes purchase orders, utilizing standard terms and conditions for materials, supplies, equipment, and services. Drafts Request for Quotations (RFQs) including specifications and terms and conditions.
- Places daily orders for operational needs from a variety of Dining vendors utilizing dining and campus systems, procurement agreements and procedures. Analyzes data from Dining's menu management system (Food Pro) to verify accuracy of orders prior to placing. Ensures orders are accurate and goods are received in a timely manner and up to quality standards. Reviews and verifies invoices to ensure agreed upon pricing terms are accurately reflected on invoices. For price discrepancies works with campus procurement to address vendor. Searches for new products and vendors, and obtains pricing information, to make recommendations to unit leaders.
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40 |
Develops spreadsheets and other documentation to support analysis.
- Provides regular analysis on best buy opportunities, analyzes top spend items to look for alternative options for cost savings, maintains strong vendor relationships and open communication for bulk buy opportunities, and provides regular updates with analysis to director team. Ensures order/invoice documentation is current and compliant to enable timely payment of vendor invoices so accounts remain in good standing.
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15 |
Regularly communicates with organization's customers, reduces risk to the University by ensuring departmental compliance with procurement policy, and works in conjunction with end-users to develop specifications for RFQs.
- In frequent communication with campus procurement to ensure subject matter expertise on policies and expectations as well as meeting all compliance requirements. Provides Scope of Work (SOW), specifications, and may participate as a scorer on department RFQ's/RFP's for new vendors, new pricing agreements, etc. at the direction of Campus Procurement staff. Ensures regular and consistent communication with Dining leaders to stay abreast of product/vendor challenges, operational needs related to procurement, etc.
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10 |
Negotiates with suppliers for lower prices and better terms and helps resolve supplier performance issues.
- Consistently pursues best buy options with all vendors, while also comparing opportunities with new vendors. Takes Dining lead and supports campus procurement on vendor relationships to effectively address issues related to quality, pricing and delivery. Directs all communication with suppliers when they are involved in a RFQ/ RFP processes to Campus Procurement.
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10 |
Interprets and applies basic University policies and procedures.
- Remains up to date on required trainings and changes to procurement policies and procedures. Communicates changes and information as needed to Dining leadership team.
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5 |
Performs cost analyses and reviews terms and conditions for appropriateness. Makes awards based on cost and specification requirements.
- Makes recommendation to Dining leadership team based on proper analyses and firm understanding of department need.
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5 |
Under general supervision, provides analysis of moderate purchasing projects.
- Provides analysis and feedback on purchasing projects within the department related to food, beverage, paper supplies, chemicals, uniforms, dining technology, dining equipment, linens/textiles, etc.
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5 |
Acquires and maintains a basic technical understanding of commonly purchased products.
- Stays abreast of industry trends and new vendors to make informed recommendations. Remains aware of industry challenges and market conditions through regular communication with vendors. Coordinates and supports cuttings with current and new vendors to present new opportunities to Dining leadership team.
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5 |
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Performs other duties as assigned. May be require to operate a university vehicle.
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5 |
