Student Life Strategic Purchasing Agent

University Of Michigan; Ann Arbor (MI); Hybrid; USD 55,000 - 75,000; Full time

Job summary

The University of Michigan is seeking a Contract Administrator Intermediate to manage competitive bids, negotiate contracts, and support purchasing for Student Life departments. This hybrid role requires strong communication and organizational skills, along with relevant experience in purchasing and contract management.

Qualifications

• 2 - 3 years relevant progressive purchasing experience.
• Experience with contracting and negotiations.

Responsibilities

• Manage competitive bid process for major contracts.
• Negotiate contracts and act as liaison between departments and suppliers.
• Analyze price quotes and proposals.

Skills

Communication

Problem Solving

Organizational Skills

Education

Bachelor's degree in Finance

Bachelor's degree in Accounting

Bachelor's degree in Business Administration

Tools

Excel

Google software

Job description

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

Department Summary:

Student Life Budget and Finance (SLBF) supports the Student Life departments of Housing, Dining, Unions, Conference and Events, University Health Services (UHS), Recreation Sports and many departments, centers and programs within Student Life. SLBF prepares monthly, quarterly and annual financial reports, prepares annual budgets, data analysis, purchasing and accounts receivable support across Student Life. SLBF also facilitates the annual Internal Controls gap analysis process, provides financial system and business process training as well as updates to U of M processes and policies within Student Life.

Position Summary:

The Contract Administrator Intermediate position reports to the Student Life Strategic Purchasing Manager. This position manages the competitive bid process for major contracts, negotiates contracts, acts as liaison between Student Life departments and suppliers, and identifies potential new suppliers. This position also processes requests and procures equipment, supplies and services for Student Life departments. This position works with and advises customers in the formulation of bid specifications and prepares formal RFQ and RFP documents for competitive bid. This position analyzes price quotes and proposals and makes recommendations to key stakeholders.

Responsibilities*

Sourcing and Supplier Management (25%)

• Prepare bid documents for Requests for Information (RFI), Requests for Quotation (RFQ), and Requests for Proposal (RFP).
• Guide the selection of suppliers based on quality, cost and reliability.
• Maintain and develop strong relationships with key suppliers and stakeholders within Student Life.
• Address supplier performance issues or discrepancies by facilitating communication between the department and the supplier.

Purchasing (25%)

• Review and process assigned Purchase Request Forms
• Prepare requisitions by verifying specifications and price; obtaining recommendations from suppliers for substitute items.
• Verify receipt of items by comparing items received to items ordered; resolves shipments in error with suppliers.
• Maintain accurate records of all purchasing transactions and documentation.

Negotiation and Contract Management (25%)

• Manage assigned contract portfolio. Coordinates contract milestones, production schedules, drawings and specifications for user approval.
• Ensure that contracts are reviewed and renewed in a timely manner.
• Negotiate supplier contracts with the support of the Procurement Services department.
• Prepare and manage contracts, purchase orders, and other documentation.
• Manage contract performance, ensuring adherence to agreed terms and conditions.

Compliance and Risk Management (15%)

• Ensure that the Division of Student Life adheres to all purchasing policies as defined by The University's Standard Practice Guides.
• Coordinate training of all new Student Life staff related to proper purchasing and payment procedures.

Coordination and Miscellaneous (10%)

• Participate on University and Student Life committees and workgroups as assigned.
• Point of contact to educate and resolve issues for all departments within Student Life.
• Other responsibilities as assigned.

Required Qualifications*

• Bachelor's degree in Finance, Accounting, Business Administration or related field
• 2 - 3 years relevant progressive purchasing experience
• Experience with contracting and negotiations
• Experience interpreting purchasing policy, regulations, and guidelines
• Proficiency with Excel, database queries, and Google software

Desired Qualifications*

• Experience in conducting the solicitation process for RFPs, RFIs, RFQs, etc., from beginning to contract execution
• Experience with University of Michigans M-Pathways Financials Systems
• Knowledge of University policies and procedures, including those regarding human resources, financial management, internal controls, and purchasing

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes .

Additional Information

Position Responsibilities Criteria (leadership and behavioral qualities expected in this position):

• Demonstrated personal and professional commitment to diversity and a solid understanding of and appreciation for cultural, ethnic, and individual differences.
• Excellent communication, interpersonal, and organizational skills.
• Demonstrated ability to problem solve and be adaptable in a fast-paced environment.
• Demonstrated ability to manage multiple priorities and navigate change effectively.

Financial/Budgetary Responsibility:

• N/A

Working Conditions:

• Typical office setting. Primarily will be working Monday through Friday. Position will be a hybrid. Onsite office location is at the Northwood Community Center.

Physical Requirements:

• N/A

Direct Reports:

• N/A

This role may have reporting obligations under Title IX and Clery.

Authorization to work in the U.S. is a precondition of employment and applicants for this position will not be sponsored for work visas.

Salary may vary depending on qualifications, experience, and education of the selected candidate.

Selected candidates whose start date is 4/1/2025 or after, will not be eligible for the university FY25-26 salary/merit plan unless otherwise notified.

Relocation will not be offered for this position.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process maybegin as early as the eighth day after posting.Thisopening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.