Title: Service Center Associate, Procurement and Travel

Employee Classification: Clerical & Secretarial

Institution: System Office

Department: Service Center - Procurement, Contracts & Payment Services

Campus Location: Tennessee Board of Regents System Office

Job Summary

The Service Center, Associate, Procurement & Travel is responsible for ensuring that all requisition, travel, and purchasing transactions are provided in a timely and accurate manner and in compliance with all applicable institutional, TBR, State, and Federal regulations, policies, and guidelines. The Service Center, Associate, Procurement & Travel executes complex purchasing transactions utilizing sophisticated technology to provide professional services. The Service Center, Associate, Procurement & Travel works closely with institutions of the TBR system and is expected to provide a high level of customer service to all institutions served. Depending on circumstances, remote work may be an option.

This position may have the opportunity to work remote within the state of Tennessee but with periodic visits to the TBR System Office (Nashville, TN) at the employee’s expense, and potential travel to Tennessee TBR colleges may be necessary.

Job Duties

• 65% - Procurement • Review of requisitions for purchase – ensuring compliance with policies, guidelines, procurement limits and adequate documentation and internal/external messaging • Researches and utilizes comparative analysis and recommendations to support the development of specifications and bid lists for RFIs, RFQs, and RFPs • Assissts with RFI, RFQ, and RFP processes including: preparing formal Invitations to Bid, managing bids, notifying all bidders of award decision, processing purchase orders, and reviewing completed/signed TBR Sole Source Vendor Forms for Sole Source Vendor Purchases for completeness and accuracy • Assists with open encumbrance reports related to POs not receipted in Jaggaer • Assists with Jaggaer user administration and vendor catalog offerings • Provides consultation regarding best vendor and prices during vendor selection process - (Essential)
• 25% - Customer Service • Develops and provides trainings, as necessary, regarding the procurement database and procurement and travel policy and procedure changes • Communicates to employees and administration regarding procurement related issues and related documentation • Fields employee questions and researches procurement and travel claim questions and concerns • Works cooperatively and effectively with other departments • Provides consultative services to institutions based on functional area expertise in support of procurement related best practice implementation - (Essential)
• 5% - Reporting • Prepares institutional, TBR, State, and Federal required reporting, as well as ad hoc reports - (Essential)
• 5% - Other Duties • Performs additional duties as assigned - (Marginal)

Minimum Qualifications

• Bachelor’s degree and a minimum of 2 years of procurement experience OR a high school degree/GED and a minimum of 5 years of procurement experience OR a comparable combination of education and experience
• Experience or training in Windows operating system and Microsoft applications

Preferred Qualifications

• Experience working in procurement in a college or university setting
• Experience within a shared services operating environment
• Experience in procurement at a TBR institution or state administration
• Experience with Banner or similar ERP system
• Experience with Jaggaer or similar procurement system

Knowledge, Skills, and Abilities

• Knowledge of procurement terminology and practices
• Broad knowledge of federal and state laws and guidelines
• A willingness and passion to learn new hardware and software systems that are consistent with duties
• Ability to effectively analyze data and inquiries, think critically, and make appropriate decisions
• Effective organizational and time management skills
• Ability to work as part of a team or work alone without close supervision
• Strong interpersonal skills
• Ability to communicate effectively, both in writing and orally
• Ability to understand customer needs and provide quality service
• Ability to maintain confidentiality in compliance rules and regulations, including HIPAA and FERPA guidelines on the disclosure of information

Physical Demands / Working Conditions