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The University of Texas Medical Branch · 1 month ago

HCSS Acquisition Specialist - Purchasing

United States-Texas-Galveston

Full-time

Onsite

Entry, Mid Level

2+ years exp

The University of Texas Medical Branch is seeking an HCSS Acquisition Specialist - Purchasing to provide professional advisory, technical, and administrative skills necessary to acquire supplies, equipment, and services. The role involves managing the procurement cycle, including planning, bid evaluation, contract negotiations, and ensuring compliance with regulations.

Responsibilities

Assists Customers in procurement planning and project coordination by providing budgetary/cost analysis, sourcing, technical & commercial recommendations, defining project scope and requirements, scheduling and risk/benefit analysis information

Prepares general bid-proposal documents including the development of appropriate specifications/requirements, evaluation & selection criteria and process, commercial and legal terms and bidders list

Coordinates and leads the bid/proposal evaluation process and prepares award recommendation for basic contracts

Coordinates and assists in leading the purchase and contract negotiations developing appropriate strategies and tactics to minimize institutional risks and achieve best value

Prepares purchase order/contract documents in accordance with approved templates/formats to ensure inclusion of all appropriate terms, conditions, and requirements

Issues purchase order releases and/or contract amendment consistent with the requirements of the agreement

Actively engages in supplier sourcing and development activities including outreach to Historically Underutilized Businesses

Provides information to Customer to ensure Customers' understanding of purchase order/contract requirements and obligations including Customer's responsibility, if applicable, for contract management and managing supplier performance

Responsible for providing clarification of purchase order/ contract terms and requirements. Identifies discrepancies and facilitates negotiation/resolution of disputes

Issues purchase orders and/or contract amendments consistent with the agreement terms

Provides recommendations and/or prepares appropriate documents for contract renewals, extensions, modifications and termination in coordination with Customer and Purchasing Management

Monitors supplier and/or customer performance and compliance with contract requirements and Purchasing’s policies and procedures

Prepares appropriate contract documents (i.e., bids/proposals, correspondence, purchase orders, amendments, etc.) and ensures they are properly completed, organized, filed, recorded, stored, and archived in accordance with applicable policies /procedures

Coordinates compliance with all applicable UTMB, State, and Federal rules and regulations

Develops a strong partnership with customers to proactively understand their ordering habits and trends to assist with their needs

Serves as liaison between vendors, the institution, and departments

Corresponds with parties involved to assure orders, shipping, and deliveries are timely and in order

Handles routine inquiries regarding the process and basic purchasing policies and procedures

Develops and maintains effective relationships with internal and external customers and serves as a principal liaison between customers and operations

Works closely with customers in problem resolution and consults with customers on problem prevention

Maintains & reports service/process area outcomes

Coordinates and/or assists in the development of service/process area policies and procedures

Adheres to internal controls and reporting structure

Qualification

Purchasing knowledgeNegotiation skillsProject managementMicrosoft Office SuiteData analysisTechnical writingCustomer service skillsProblem resolutionMathematics skillsCommunication skillsOrganizational skillsTeamworkDetail oriented

Required

Bachelor's degree or equivalent and two years related experience

Demonstrates good negotiation skills and understanding of negotiation strategies and tactics

Proficient in Microsoft Office Suite

Demonstrate the ability to read, interpret and apply legal theories and concepts to develop and negotiate purchase order/contract terms to minimize institutional risk

Good technical writing skills and ability to write specifications

Demonstrates ability to communicate professionally with people at all levels of the organization and external contacts

Good organizational and project management skills

Demonstrates the ability to proactively assist customers with their immediate and long-term needs

Ability to analyze and interpret data

Ability to work in a fast-paced environment and work cross-functionally

Working knowledge of current purchasing and on-line systems (e.g., Peoplesoft/Oracle)

Demonstrates good customer service skills

Good verbal and written communications skills including the ability to plan, organize, and lead meetings or conduct presentations

Detail oriented

Good overall knowledge of the acquisition process, policies, and procedures

Good mathematics and basic accounting skills