Procurement Associate - Maintenance, Repairs, and Operations (MRO)

Department: Facilities Mgmt EV
Salary/Grade: NEX/13

Job Summary:

This role will report to the Procurement Supervisor. Supervisor provides objectives & deadlines. Work is reviewed for fulfillment of objective & deadlines & overall compliance with policy & procedures. Employee completes some activities without direction, informing supervisor only of potentially controversial matters, &/or far-reaching implications.

As a member of the purchasing team, the Procurement Associate is responsible for ordering the maintenance materials for the Chicago and Evanston Campuses and for the tactical execution of the entire purchase order life cycle. Supports internal customers by understanding their purchase specifications and timelines. Executes the purchasing process from request to payment of the invoice to include; vendor communication, ordering, and follow up on part delivery. Collaborates with warehouse associates, meets with vendors and other internal colleagues to discuss terms, conditions, availability, inventory levels, and pricing. Expedites orders when necessary and tracks status. Executes data maintenance pertaining to material hierarchy within facilities enterprise systems.

*Note: Not all aspects of the job are covered by this job description.

Specific Responsibilities:

Purchasing and Supply Chain:

• Meets with suppliers to discuss pricing and ways to improve service.
• Collaborates with other internal departments to identify and develop needs.
• Monitors inventory levels to ensure minimum stock levels are routinely maintained.
• Ensures timely delivery of items and follows up with vendors on any late orders.
• Identifies cost saving opportunities and ways to operate more efficiently.
• Responds to shop inquiries and resolves any concerns in a timely manner and within guidelines.

Analysis, Statements and Reporting:

• Prepares basic reports on purchase activity, supplier performance, category pricing and lead time effectiveness.
• Assists with generating monthly/quarterly/annual reports.

Transactions:

• Collaborates with Accounts Payable team to resolve any accounting issues; unpaid invoices, invoice discrepancies, aged open purchase orders.
• Creates parts and specifications in Facilities Connect according to guidelines.
• Manages the use of blanket purchase orders for large suppliers and resolves any issues.
• Reviews purchase requisitions for accuracy and completeness, collaborates with requisitioner on approved supplier, assigns correct account information, executes purchase order in NU Financials, supports functions in completion of the 3-way match and final closure of purchase orders.
• Provides financial policy interpretation to determine the validity of customer requests to ensure compliance.
• Provides support for internal audit requests.

Administration:

• Processes and presents information through the application of database, graphic and spreadsheet software.
• Receives audit findings and maintains the maintenance, repair and operations (MRO) material hierarchy in Facilities Connect.
• Audits recharge and issues miscellaneous cost adjustments as needed.
• Performs general office support activities.

Training:

• Provides training on practice, procedure and policy to customers, vendors and staff.
• Provides input and feedback on training programs and documentation.

Supervision:

• Supervises temporary, part-time or work-study students.
• Provides base level work direction to others.
• Assists with hiring employees.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications (Education, Experience, Certifications, Skills)

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree in a major such as accounting, business administration, finance, supply chain or related; OR appropriate combination of education and experience.
• 1 year of procurement experience or other relevant experience.

Preferred Qualifications (Education, Experience, Certifications, Skills)

• Working knowledge of Oracle based enterprise software (PeopleSoft) or other financial systems.
• Work experience with data maintenance for inventory and procurement.
• 2 years' work experience in procurement or pricing.

Target hiring range for this position will be $23.25 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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