PAY GRADE: 28N

CONTEXT OF THE JOB:
Under general supervision of the Facilities Purchasing Manager, the Purchasing Assistant will facilitate the ordering, receiving, storing, and issuing materials and supplies for the Facilities Building Maintenance and Operations Department and other departments. Through utilization of existing contracts or volume agreements for goods, services, and equipment, the Purchasing Assistant orders a wide range of needs for Facilities Building Maintenance and Operations Department. This position interacts and represents the University of Delaware to external vendors. The Purchasing Assistant may be required to pick up and deliver parts, material, or staff and provide coverage for the warehouse operation when needed.

This position is an essential personnel position, which often requires the employee to report to work at varying times and remain at work especially during unexpected emergencies such as building floods, weather conditions (ice and/or snowstorms, hurricanes, etc.).

MAJOR RESPONSIBILITIES:
• Request quotes, submit purchase requests and follow up with suppliers on delivery schedules, order changes and discrepancies.
• Work closely with the maintenance mechanics when ordering parts that may include specialty and obsolete items.
• Navigate within the ERP/MRP system to process demand requests and issue purchase orders for needed materials to meet demand.
• Assist the Purchasing Manager with the renewal and addition of service agreements including cost/usage-based analysis, bid requests, and justification according to campus requirements.
• Negotiate and communicate with suppliers on availability, lead time, pricing, and delivery schedule.
• Quickly identify and resolve issues to ensure timely identification and procurement of materials
• Perform administrative tasks including applications for new vendors and navigating buyer interface.
• Collaborate with varying groups of UD employees and vendors to resolve inquires related to invoice discrepancies & supplier relations.
• Develop and maintain relationships with new and existing suppliers.
• Research, recommend, and select qualified suppliers that meet the University of Delaware requirements.
• Monitor inventory levels in shop stock locations, set min/max based on usage, lead time, cost and stocking availability.
• Pick up and deliver resources and/or materials for Facilities Building Maintenance and Operations Department as needed.
• Provide backup support within the warehouse as needed.
• Perform other job-related duties as assigned.

QUALIFICATIONS:
• High school diploma or GED with five years of related experience, or equivalent combination of education and experience.
• Ability to communicate and interact effectively with people of all ages and diverse backgrounds, including internal faculty and staff as well as external suppliers.
• Ability to analyze and interpret data and make independent decisions and judgments.
• Working knowledge of Microsoft software including Outlook, Microsoft Office Suite and MRP/ERP systems.
• Intermediate computing skills, with ability to use advanced techniques in spreadsheet, database, and/or presentation software.
• Ability to work independently as well as in a team.
• Ability to prioritize tasks and adjust priorities to meet the needs of the unit and its customers.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.

SPECIAL REQUIREMENTS:
• Ability to move, lift, and/or carry equipment, parts and job-related materials weighing up to 25 pounds with or without assistance.
• Ability to climb stairs and sit/stand for long periods of time.
• Must possess and maintain a valid motor vehicle operator's license to drive University of Delaware's vehicles to and from job sites.