HCSS Acquisition Specialist - Procurement

The University of Texas Medical Branch; Galveston (TX); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

401(k) retirement plan through HCSS

Job summary

The University of Texas Medical Branch is looking for a Procurement Specialist to assist in acquiring supplies and services while ensuring compliance with regulations. The role requires strong negotiation and organizational skills, along with a Bachelor's degree and two years of related experience.

This hybrid position mandates onsite presence in Webster, TX, when necessary. The successful candidate will engage in various procurement activities from planning to order fulfillment.

Qualifications

• Demonstrate good negotiation skills and understanding of negotiation strategies.
• Write technical specifications and clear, professional documents.
• Proactively assist customers with immediate and long-term needs.

Responsibilities

• Assist customers in procurement planning and project coordination.
• Actively engage in supplier sourcing and development activities.
• Prepare purchase order/contract documents in accordance with approved templates.

Skills

Negotiation skills

Organizational skills

Data analysis

Customer service

Education

Bachelor's degree or equivalent

Tools

Oracle/PeopleSoft

Job description

JOB SUMMARY

To provide professional advisory and technical skills necessary to acquire supplies, equipment, and services required by the institution in compliance with all applicable laws, rules, regulations, policies, and procedures. Primarily responsible for performing various tasks related to the Procurement Cycle from procurement planning through order fulfillment for routine procurements that require formal solicitation (ITB/RFP) and selection processes. This job title is exclusive to the Purchasing Department.

This position operates in a hybrid capacity and will require onsite presence in Webster, TX, as business needs dictate.

Job Functions

• Assist customers in procurement planning and project coordination by providing budgetary/cost analysis, sourcing, technical & commercial recommendations, defining project scope, scheduling, and risk/benefit analysis information.
• Actively engage in supplier sourcing and development activities, including outreach to historically underutilized businesses.
• Prepare general bid/proposal documents, including specifications/requirements, evaluation & selection criteria, commercial and legal terms, and bidder lists.
• Coordinate and lead the bid/proposal evaluation process and prepare award recommendations for basic contracts.
• Coordinate and assist in leading purchase and contract negotiations, developing strategies to minimize institutional risk and achieve best value.
• Prepare purchase order/contract documents in accordance with approved templates and ensure inclusion of all required terms, conditions, and requirements.
• Provide information to customers to ensure understanding of purchase order/contract requirements and obligations, including customer responsibilities for contract management and supplier performance.
• Clarify purchase order/contract terms, identify discrepancies, and negotiate resolution of disputes.
• Issue purchase order releases and/or contract amendments consistent with agreement requirements.
• Monitor supplier and/or customer performance concerning contract requirements and Purchasing policies.
• Recommend and prepare documents for contract renewals, extensions, modifications, and terminations in coordination with customers and Purchasing management.
• Ensure all procurement documents are complete, organized, filed, recorded, stored, and archived per applicable policies.
• Analyze market trends and evaluate potential sources of supply; forecast and analyze customer ordering habits to identify cost‑saving and contract opportunities.
• Coordinate compliance with all UTMB, state, and federal rules and regulations.
• Develop strong partnerships with customers to understand ordering habits and support their needs.
• Process customer requisitions for routine purchase requirements.
• Serve as liaison between vendors, the institution, and departments.
• Handle routine inquiries regarding the process and basic purchasing policies and procedures.
• Correspond with parties to ensure timely orders, shipments, and deliveries.
• Resolve problems with customers and consult on problem prevention.
• Maintain and report service/process area outcomes.
• Assist in developing service/process area policies and procedures.
• Adhere to internal controls and reporting structures.

Knowledge, Skills and Abilities

• Demonstrate good negotiation skills and understanding of negotiation strategies and tactics.
• Apply legal theories and concepts to develop and negotiate purchase order/contract terms and conditions to minimize institutional risk.
• Write technical specifications and clear, professional documents.
• Organize and manage projects effectively.
• Proactively assist customers with immediate and long‑term needs.
• Understand the Uniform Commercial Code and Texas state terms and conditions.
• Apply basic accounting skills.
• Analyze data.
• Use current purchasing online systems (e.g., Oracle/PeopleSoft).
• Provide excellent customer service.
• Communicate verbally and in writing, including planning, organizing, leading meetings, and delivering presentations.
• Maintain attention to detail.
• Know the acquisition process, policies, and procedures.
• Apply math skills.
• Resolve problems effectively.
• Work collaboratively within a team, contributing ideas, participating in decisions, and achieving outcomes.

Schedule

Monday through Friday, 8:00 a.m. – 5:00 p.m.

Minimum Qualifications

Bachelor’s degree or equivalent and two years of related experience.

Benefits

Standard office equipment and environment. This position is subject to the provisions of Section 51.215 of the Texas Education Code due to potential security sensitivity. The in‑house staffing agency for UTMB does not offer TRS benefits; however, candidates may participate in the 401(k) retirement plan offered through HCSS.