Administrative Services staff in Health and Wellness (H&W) understand and are committed to the unique health concerns of our student population, making us an unparalleled source of advocacy for student wellness at CU Boulder! The Wardenburg Medical Clinic provides a wide range of health care services for students including primary care for illnesses and injuries, as well as chronic conditions, physicals, sexually transmitted infection testing and treatment, allergy shots, vaccinations, travel health care, and concussion care.

What Your Key Responsibilities Will Be
What Your Key Responsibilities Will Be
Inventory Support

Oversee the Purchasing & Receiving Manager for Health & Wellness, who is responsible for ordering medical supplies and tracking them within our inventory management system.
Develop proficiency in and analyze the internal inventory system to coordinate and manage the procurement of materials, supplies, capital equipment, furniture, and medical/office supplies, ensuring seamless operations across H&W departments.
Periodically audit inventory to ensure quantities meet operational needs.
Support the distribution of supplies across departments, ensuring proper documentation and tracking of shipments, including packing slips, approval records, and resolution of discrepancies such as shortages or damaged goods.
Assist with regular inventory audits to identify and address expired or damaged items, ensuring accurate documentation and proper organization of stock in the medical clinic’s inventory.
Assess procurement needs and provide timely guidance to departments to maintain operational efficiency and meet timelines.
Develop strategies and initiatives for optimizing inventory levels to improve service and reduce operation costs.
Business Services Support

Oversee and provide direct support for financial and procurement functions, including expense reimbursements, procurement card report administration, vendor payments, procurement activities, and overall financial management ensuring adherence to compliance with policies, procedures, and regulations.
Review and approve procurement and business transactions, assessing charges for reasonableness and ensuring proper allocation and coding in accordance with university procurement standards.
Support the approval process for departmental invoices, auditing and authorizing payments against purchase orders to maintain compliance with university policies and regulations.
Manage contracts, purchase orders, and other business agreements, track expiration dates, and provide communication to partners.
Identify necessary reconciliation processes and business support procedures for financial transactions.
Supervise complex procurement procedures, including Requests for Information, Requests for Proposals, and Invitations for Bids.
Build and maintain productive relationships with key partners to align sourcing and process improvement strategies while fostering positive vendor relationships to avoid service disruptions.
Provide technical expertise and remain current with campus and system requirements to ensure the most efficient and compliant procurement procedures are implemented.
Supervision

Supervise two to three staff members who provide business transaction and inventory support for H&W.
Facilitate cross-training opportunities to ensure consistent handling of ongoing tasks and responsibilities within the unit.
Hire, conduct planning, coaching, and performance evaluations, and coordinate disciplinary actions, if necessary.
Manage work schedules and task assignments, observing progress to ensure completion of H&W business support services.
Liaison

Serve as the liaison for H&W for individual departments procuring goods and services.
Act as liaison with the Procurement Service Center, Property Management, and the Capital Assets Division to interpret, apply, and communicate policies. Proactively ensure adherence with accounting guidelines and procurement policies.
Regularly review communications from the system controller, Campus Controller’s Office, Property Management, and Procurement Service Center including newsletters, policy updates, and procedural changes, to stay informed and equipped to support H&W departments.
Establish and maintain internal controls related to financial procedures and reporting.
Provide back up support to travel for H&W employees, submission of travel reports, and review of necessary procedures.
Handle special projects as assigned.
What You Should Know
What You Should Know
This position has the ability to work in a hybrid format, with an anticipated schedule of 4 days in the office and 1 day remote.