Program Specialist III/Procurement Counselor

UNIVERSITY OF THE VIRGIN ISLANDS; Charlotte Amalie (United States Virgin Islands); On-site; USD 49,500 - 60,500; Full time

Job summary

The UNIVERSITY OF THE VIRGIN ISLANDS is seeking a Program Specialist III/Procurement Counselor in St. Thomas. In this role, you will lead procurement counseling and manage business development programs, supporting local entrepreneurs and businesses through various initiatives.

This full-time position demands a Bachelor’s degree and three years of relevant experience, along with a strong commitment to enhancing the economic vitality of the Virgin Islands.

Qualifications

• 3 years of experience in business development, database management, accounting, or contracts review in a university setting.

Responsibilities

• Serve as the primary contact for VI APEX Accelerator requests.
• Ensure facility management and oversee daily operations.
• Monitor equipment and supplies for replenishment.
• Assist in individual consulting for entrepreneurs.
• Database reporting and travel arrangements.

Skills

Business development

Database management

Accounting

Contracts review

Education

Bachelor’s degree in business administration or related field

Job description

Program Specialist III/Procurement Counselor

Position Number: 121331

Department: School of Business

Location: St. Thomas

Position Type: Full Time

Number of Vacancies: 1

Posted Salary: $55,000.00

Job Description

• Serves as the initial contact for all incoming VI APEX Accelerator requests (telephone, email, walk‑ins, appointments).
• Responsible for facility management on a daily basis including opening and closing.
• Monitor equipment and office supplies for replenishment.
• Supporting the delivery of individual consulting to entrepreneurs, business owners, and business managers.
• Directs clients to other appropriate sources of business information and assistance.
• Supports the maintenance of an appropriate level and mix of clients as noted by annual deliverables and strategic plan objectives.
• Supports the development and delivery of business training programs that are responsive to the needs of the business community served.
• Serves as an advocate of business procurement education, expansion and retention in the area, thereby becoming a visible leader in the local business community.
• Works collaboratively with private‑sector businesses, other economic development assistance units of the University of the Virgin Islands, and other units of the Territory Government to further the economic well‑being of the U.S. Virgin Islands’ citizens.
• Responsible for database reporting, drafting routing forms and correspondence for network.
• Responsible for network travel arrangements, preparation of Travel Authorizations for the entire STX office.
• Assist with VI APEX Accelerator for general communications, marketing and social media, etc.
• Responsible for taking meeting minutes at joint staff meetings and disseminating them to the entire VI APEX Accelerator network staff.
• Guides and manages activities for UVI student workers.
• Other duties as assigned.

Required Qualifications

• Bachelor’s degree in business administration or related field and three (3) years of experience in business development, database management, accounting, contracts review preferably in a university setting.

Preferred Qualifications

• Bachelor’s degree in business administration or related field and three (3) years of experience in business development, database management, accounting, contracts review preferably in a university setting.

Physical Demands

• 30% Travel
• High stress environment.
• High pressure to meet deadlines.
• Must be self‑motivated.
• Must have the ability to be composed at all time.
• Must have the ability to sit for an extended period of time.
• Must be able to use a computer and common business software.
• Work requires occasional overnight travel.
• Work environment: The noise level in the work environment will be moderate.

Advertised Job Duties

1. Administrative
   • Serve as lead team worker.
   • Maintain documentation file of purchase requisitions, purchase orders, check requisitions, travel authorizations, and travel vouchers.
   • Purchase supplies, equipment and services once approved by State Director and ensure all detailed purchase requisitions and content, are logged and kept current.
   • Schedule and book all VI APEX staff business travel.
   • Relay work assignments, messages from supervisor, other information to staff. Follow‑up on work in progress to ensure timely action by those responsible.
   • Schedule staff participation in special events and remind staff of deadlines and events. Monitor VI APEX files to ensure they are current and complete.
   • Assist in conducting orientation, training and onboarding for new employees to explain personnel system and employee benefits.
   • Maintain personnel files, leave time and payroll records.
   • Input financial data and generate projects associated with VI APEX expenditures.
   • Interpret business portion of contracts. Monitor, balance and audit travel expense reports and vouchers.
   • Monitor and understand VI APEX contract terms and conditions for compliance with special emphasis on the financial record‑keeping and reconciliation of such agreements.
   • Maintain appropriate evaluation of VI APEX terms and conditions; assist in preparation of program reports in compliance with grant guidelines.
   • Correspond with accounting monthly to reconcile VI APEX budget and post and process payment request through UVI banner system.
   • Follow up on status of purchase orders for vendors and monitor outstanding purchase orders and receiving reports to close out payments within 30 days of receipt of merchandise.
   • Process purchase requisitions and orders through UVI Accounting and Purchasing Departments.
2. Procurement Counseling
   • Assists clients with online government registrations i.e. System of Awards Management (SAM.gov), and State registrations; research answers to clients’ questions with little direction.
   • Perform limited VI APEX counseling sessions as required.
   • Assists clients in accessing government websites and in dealing with online problems with government sites.
   • Assists with the development, modification, and testing of client bid search profiles. Performs online data research and procurement data inquiries.
   • Understand and adhere to DLA /DoD APEX Accelerator current terms and conditions.
   • Perform other duties as assigned.
   • Run reports as needed from VI APEX Database (Neoserra).
   • Other duties as assigned.