Procurement Services Assistant - College of Nursing

University of Illinois Chicago; Chicago (IL); Híbrido; USD 44.000 - 47.000; Jornada completa

Descripción de la vacante

University of Illinois Chicago seeks a Procurement Services Assistant for the College of Nursing to support purchasing and accounts payable processes.

The role coordinates goods/services procurement, uses Banner, iBuy, Emburse, and other campus systems, and collaborates with departments to ensure compliant, timely transactions. Hybrid work arrangement in Chicago and a focus on accuracy and customer service are essential.

Formación

• Six months of procurement-related experience or equivalent college credit hours.
• Possession of CPPB/CPPO, CPSM, or equivalent procurement certifications satisfies the requirements.

Responsabilidades

• Coordinate and process purchases including P-Card and T-Card transactions, purchase orders, reimbursements, cash advances, and other purchasing-related transactions.
• Ensure transactions are documented, approved, and reconciled in accordance with university policies.
• Communicate with vendors to obtain quotes and options that meet unit needs; coordinate with procurement and administrative offices for exceptions and approvals.
• Utilize Emburse Enterprise, iBuy, Banner, EDDIE, TDX, iTravel, Adobe Sign, and other financial/admin software to complete tasks.
• Facilitate human subject/participant payment processes using Rellevate, eCodes, cash advances, and one-time payments.
• Coordinate business travel arrangements for faculty, staff, students, and guests.
• Manage ticketing systems and Help Desk emails, track work, and escalate when needed.
• Maintain financial records across multiple fund types and assist with training and SOP development.

Conocimientos

Procurement

Vendor management

Communication skills

Organizational skills

Educación

Bachelor's Degree

Herramientas

Banner

iBuy

Emburse Enterprise

Descripción del empleo

Procurement Services Assistant - College of Nursing

Hiring Department: Academic Department Operations

Location: Chicago, IL USA

Requisition ID: 1042964

FTE: 1

Work Schedule: Monday - Friday

Shift: Days

# of Positions: 2

Workplace Type: Hybrid

Salary Range (commensurate with experience): $31.82 - 34.44 / Hourly Wage

About the University of Illinois Chicago

UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent "Best Colleges" rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

Duties & Responsibilities:

• Coordinates and processes purchases of goods and services, including P-Card and T-Card transactions, purchase orders, payable contracts, reimbursements, cash advances, direct payments, honorariums, one-time payments, and other purchasing-related transactions.
• Ensures transactions are appropriately documented, approved, and reconciled in accordance with university policies, procedures and sequencing; reviews documentation and expense reports for completeness and accuracy, coordinates required approvals, and resolves routine processing issues.
• Communicates with vendors to obtain quotes, research products and services, and identify purchasing options that meet unit needs; coordinates with university-level procurement and other administrative offices, as needed, regarding exceptions, approvals, and other procurement matters.
• Utilizes Emburse Enterprise, iBuy, Banner, EDDIE, TDX, iTravel, Adobe Sign, and other related financial and administrative software to complete assigned work.
• Responsible for the day-to-day facilitation of human subject and participant payment processes; develop solutions to meet individual project needs utilizing Rellevate, eCodes Program, cash advances, and one-time payments.
• Coordinates business travel and related arrangements for faculty, staff, students, and College guests, including transportation, lodging, registrations, catering, and travel-related transactions.
• Manages ticketing systems and Help Desk email; responds to requests, tracks work through completion, facilitates solutions, and escalates matters requiring specialized expertise or leadership decisions.

Administration and Recordkeeping

• Maintains accurate and timely financial records and documentation; assists with expense recordkeeping, data entry, research, and tracking for multiple funds types (State, ICR, sponsored award, self-supporting, gift, etc.).
• Develops and maintains job aids, standard operating procedures, training materials, and other resources; provides guidance and training to faculty, staff, and students on applicable administrative processes and best practices.
• Provides procurement-related assistance and training to faculty, staff, and vendors to meet operational needs and ensure compliance with policy and procedure, College Guidelines, and internal and external systems; coordinates Vendor Management activities and the timely processing of vendor information forms.
• Identifies opportunities to improve shared service processes, standardize administrative practices, resolve recurring issues, and improve customer experience; provides other operational support as assigned by leadership.
• Works regularly with colleagues, College leadership, and Director of Procurement Solutions to establish best practices and participate in trainings
• Performs other related duties and participates in special projects within a shared services environment, as assigned.

Minimum Qualifications Required:

1. Any one or any combination of the following, totaling six (6) months from the categories below:
   1. Responsible work experience in fields that provide preparation for procurement work such as claim resolution, expediting, returned goods, and/or resolving billings.
   2. 30 semester hours of college credit for course work in any field equals six (6) months.

NOTE: Possession of a current Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) from The Universal Public Purchasing Certification Council (UPPCC), or a current Accredited Purchasing Practitioner (APP) certificate, Certified Purchasing Manager (CPM) or Certified Professional in Supply Management (CPSM) from the Institute for Supply Management (ISM) or equivalent certifications satisfy the above requirements.

Preferred Qualifications:

• Bachelor's Degree
• At least two (2) or more years of experience in purchasing, finance, academic administration, and/or office management.
• At least two (2) or more years of experience processing transactions in Banner, iBuy, and/or Enterprise Emburse (employee expense management systems).
• Ability to prioritize and work on multiple comprehensive projects concurrently. Excellent oral, written communication and presentation skills.
• Exceptional organizational and analytical skills with attention to detail.
• Proficiency with Microsoft Office applications such as Word, Excel and Outlook.
• Experience working with an enterprise-wide procurement application system.

Illinois Residency is required within 180 days of employment.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.