Contracting Specialist

Job ID: 276936
Location: Augusta University
Full/Part Time: Full Time
Regular/Temporary:

*

About Us

Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 10,500 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today. Our mission and values make Augusta University an institution like no other.

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Location

Augusta University

Our Health Sciences Campus: 1120 15th Street, Augusta, GA 30912

Our Summerville Campus: 2500 Walton Way, Augusta, GA 30904

College/Department Information

The Supply Management Division goals are to provide a comprehensive, fully integrated supply management program that provides quality, cost effective and timely services through a well-trained, professional staff and technical resources, to meet current and future needs of Augusta University.

Job Summary

This position is a Contracting Specialist for education, research, and/or patient care. Capital equipment, office/technology equipment and supplies, computer hardware and software, audio-visual equipment, furniture and workstations, lab and medical supplies, biological safety supplies, radioactive detection equipment, maintenance items and equipment, etc. are all common purchases.

Contracting Specialist duties for education, research, and patient care areas related to coordinating and negotiating terms and conditions, negotiating price, processing, and awarding contracts and specialized agreements of highly unique and highly complex nature.

This position is responsible for compliance with all statutes, regulations, board policies and procedures pertaining to this area. The work requires knowledge of the legislation, regulations, and methods used in purchasing; and knowledge of business and industry practices, sources of supply, cost factors, price analysis, excellent interpersonal skills, and negotiation skills.

Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe manner and with minimal supervision.

The position serves as backup to other Contracting Specialists, Buyers, or other positions in the department in their absence.

Primarily responsible for the planning, selecting and buying of goods/services for higher education. Duties include market research, competitor analysis, product evaluations and testing, monitoring purchase orders and creating reports for the management team. A highly skilled contracting specialist often possesses a strong industry knowledge with the ability to forecast market trends and perform research.

Desired attributes:

• Strong negotiating skills.
• Comprehensive understanding of Microsoft Excel and Word and PeopleSoft Financials.
• Impeccable attention to detail.
• Ability to work well with a team.
• Able to thrive in a high-stress and fast-paced environment.
• Critical thinking and negotiation skills.
• Strong communication skills, both written and verbal.

During the daily course of work, this position must:

• Organize, update, and retain product information files and purchase order records.
• Demonstrate continuous efforts to boost professionalism, improve, operations decrease turnaround times, streamline work processes and work cooperatively and jointly provide exceptional customer service.
• Proactively seek business with local and/or minority/women owned providers.
• Maintain daily workload.
• Assist other Buyers in absence as needed.
• Coordinate completion and processing of Vendor Information Sheets and W9s to add vendors to PeopleSoft.

Responsibilities

The responsibilities include, but are not limited to:

Source, Price, and Award Purchase Orders

• Review requisitions for completeness, accuracy, and compliance with Augusta University/State policies and procedures.
• Budget check requisitions prior to release (when applicable).
• Determine if requests can be acquired from previously negotiated Group Purchasing Organization (GPO)/statewide contracts, spot buys, or through the formal Request For Quote/Request For Proposal process.
• Conduct research, evaluate findings, and make independent decisions to determine if products/services are the best value based on quality and cost for Augusta University's needs.
• Compare quotes and verify specifications and availability of items.
• Obtain oral and written price/term quotes from vendors to include negotiations where beneficial.
• Interview vendors and evaluate their products and capabilities as a supplier.
• Award and place orders to the lowest cost responsive/responsible bidder.
• Arrange transport of goods and track orders to ensure timely delivery.
• Coordinate with Asset Management and Receiving Team as required.
• Review and edit contracts per State of Georgia and Board of Regents (BOR) guidelines, i.e. negotiate terms and conditions (indemnification, travel/per diem components, delivery, price/payment terms, governing law, etc.), process and award contracts of highly unique and highly complex nature such as consultant and professional services contracts, lease agreements, construction contracts, and miscellaneous service agreements, etc.
• Perform price analysis on commodity groups to determine most cost effective vendor for next commitment term.
• Confirm and validate compliance with the Board of Regents of the University System of Georgia Business Procedures Manual 3.4.4 (Supplier Contracts) for every purchase ' a rigorous review. In tandem with partnering departments (IT, Privacy, & Legal), strive to protect University data per cybersecurity requirements.
• Utilize Jaggaer Sourcing Director as the tool for Requests for Proposals, Requests for Quotes, and Requests for Information as mandated by the Georgia Department of Administrative Services (DOAS).
• Perform background check reviews for every service purchase and utilize additional contract language when required.

Prepare cost analyses for capital purchases researching sourcing/pricing opportunities.

Prepare and review bid documents and make awards.

Process change orders.

Research open POs to determine time of closure.

Resolve problems for customers and vendors.

• Expedite back orders (for this position and others on Purchasing Team).
• Resolve pricing discrepancies and payment release issues (for this position and others on Purchasing Team).
• Coordinate installation for complex/capital equipment purchases.

Perform all other related duties as assigned.

Required Qualifications

Educational Requirements

Bachelor degree from an accredited college or university with a minimum of two years experience in Supply Management, Purchasing, or Logistics

OR

Two years of college from an accredited college or university with five years experience in Supply Management, Purchasing, or Logistics

OR

High School diploma, GED or equivalent from a recognized state or federal accredited organization with eight years experience in Supply Management, Purchasing or Logistics.

Preferred Qualifications

Positive attitude and ability to interact in an educational and cultural environment with a high degree of professionalism and integrity is a must.

Knowledge, Skills, & Abilities

ABILITIES

Ability to maintain confidentiality

Ability to stay organized with an attention to detail

Excellent interpersonal, verbal, and written communication skills

Knowledge of AU and BOR Purchasing policies/procedures and state guidelines/laws

Knowledge of the health care supply/capital equipment commodity

Knowledge of best procurement practices

Proficient in Microsoft Office, PeopleSoft's Financial/Purchasing System and other computer software/databases

Certifications/License

Georgia Certified Purchasing Associate (GCPA) within one year of hire.

Shift/Salary/Benefits

Shift: Days/M-F Days/M-F (work outside of the normal business hours will likely be required of an employee in an exempt level position)

Pay Band: 9

Salary: Minimum $48,800.00/Annually - $54,559.94/Annually

Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position

Recruitment Period: 9/11/24 - Until Filled

Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.

Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.

Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!

Conditions of Employment

All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University.

If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage.

Motor vehicle reports are required for positions that are required to drive an Augusta University vehicle.

For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post-secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation.

All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond.

Other Information

This position is also responsible for promoting a customer-friendly environment and providing superior service to our patients, students, faculty, and employees. \"Augusta University is a patient-and family-centered care institution, where employees partner every day with patients and families for success.\"

Augusta University is a tobacco-free environment, and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.

Equal Employment Opportunity

Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.

How To Apply

Consider applying with us today!

https://www.augusta.edu/hr/jobs/

Select University Faculty & Staff > External Applicants if you are a candidate from outside the university

Select University Faculty & Staff > Internal Applicants if you are a current university employee

If you need further assistance, please contact us at 706-721-9365


To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=12000&JobOpeningId=276936&PostingSeq=1

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