Location: Seattle, Washington
Type: Full Time
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The University of Washington Tacoma is an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma’s commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here.
The Procurement Compliance Specialist supports efficient and compliant use of UW Procurement and financial systems by providing easy access for users to system information, facilitating learning and skill development, and ensuring an enhanced level of service for complex Procurement activities for the entire UW Tacoma campus. This position is part of a Procurement Services team committed to continuous process improvement utilizing Lean principles and tools.
Reporting to the Procurement Services Manager, the Procurement Compliance Specialist provides high-level administrative and operations support to Procurement Services and UW Tacoma, as well as contributing to UW Tacoma’s Finance & Administration Culture of Service, focusing on delivering value for others inside and outside the organization and across the University through customer service, operational effectiveness and employee satisfaction.
Manage effective campus utilization of new and existing procurement systems through excellent customer service:
Demonstrate proficient use of new (UWFT) and existing procurement systems and assist customers and suppliers to utilize systems efficiently.
Communicate features of new and existing procurement systems in written and oral formats across multiple delivery methods such as email, phone and web-based content or training materials.
Interpret, advise, and implement the University purchasing policies and procedures relating to procurement for the University of Washington Tacoma; Interact and interface with UW Tacoma departments on procurement compliance.
Respond to technical and general inquiries regarding UWFT, Ariba and Procard; Research issues to recommend solutions to resolve purchasing and procurement problems or payment irregularities.
Maintain an extensive working knowledge of various UW financial and procurement systems and act as subject matter expert, including new functionality or enhancements.
Make recommendations for system improvements/corrections to supervisor, project management teams and system developers to resolve departmental challenges to adoption of new systems, policies or procedures including UWFT.
Communicate with subject matter experts to identify what different audiences (including departmental staff, campus users and suppliers) need to know for the rollout of new UWFT functionality or enhancements to existing systems.
Assist departments in the utilization of established UW, state and Government Publishing Office (GPO) contracts.
Assist departments with the Business Intelligence Portal for UW Enterprise Data Warehouse (EDW) in locating registered supplier information.
Conduit between suppliers and departments to bridge communications and navigate PCS Help and Ariba regarding supplier registration, payment issues, and invoicing.
Participate in or lead internal or cross-departmental continuous improvement projects utilizing LEAN methodology and tools.
Utilize departmental reporting tools and external resources to identify and analyze data.
Develop and Oversee UW Tacoma’s Business Diversity Program:
Under the direction of the Manager of Procurement Services manage portfolio of vendors to ensure the UW is leveraging its buying power and achieving its procurement goals of business equity, sustainability, and cost effectiveness.
Partner with departments to promote utilization of established Minority and Women Business Enterprises (MWBE) and Washington Institutions of Public Higher Education (WIPHE) contract options, and efficient use of procurement systems.
Work collaboratively with various organizations like City of Tacoma’s Small Business Enterprise, Office of Minority and Women’s Business Enterprises, UW Seattle Business Diversity Program and UW Procurement Services to connect buyers and diverse suppliers.
Provide guidance and networking opportunities for diverse companies who want to do business with the University of Washington Tacoma.
Oversee UW Tacoma’s Card Services:
UW Tacoma liaison with Seattle Card Services overseeing card applications, access requests, limit increases, etc.
Serve as the UW Tacoma campus Procard and CTA Administrator overseeing the entire procard portfolio for the UW Tacoma campus to ensure compliance and resolution of issues; Re-assign procard transactions to corresponding budgets as requested by the department/employee or unit in charge of the procard account.
Conduct Procurement and CTA Card audits for compliance; data tracking, timely reporting to campus cardholders regarding reconciliation timelines.
Oversee and maintain electronic retention records.
Manage the campus UPS account and reconciliation and reallocation of expenses.
Oversee campus travel purchases using the CTA and oversee the monthly reconciliation of the CTA travel card JP Morgan Chase account to ensure compliance and resolution of issues.
Purchase campus airfare and lodging using the CTA as related to searches, invited speakers, etc.
Manage UW Tacoma’s Travel Services:
UW Tacoma liaison with UW Travel Office and UW Corporate Travel Services, Christopherson Travel, and other contracted travel agencies and hotels.
Interpret, advise, and implement the University policies and procedures relating to travel for the University of Washington Tacoma; Ariba ComplianceApprover for eTravel reimbursements to ensure compliance.
Interact and interface with UW Tacoma departments on compliance and address/resolve travel issues and purchases.
Maintain tracking processes for campus travel purchases to ensure that all proper and necessary forms are completed and submitted prior to departure date, including campus and department-specific forms
Design, create and edit instructional materials and supporting documentation:
Design instructional materials and learning programs based on outreach feedback and campus needs.
Develop instructional materials for a variety of media.
Edit existing instructional materials and procedural documentation.
Provide quality assurance for all instructional materials.
Assist with campus/departmental training as well as onboarding and training for staff.
Lead process improvement projects utilizing Lean methodology and tools
Independently identify and become familiar with current technologies for creating instructional materials.
Plan, coordinate and facilitate training for campus community:
In collaboration with the Manager of Procurement Services determine procurement related training needs for campus departments and suppliers. Lead in creating and implementing training plans to address both group and individual needs.
Participate in planning of training deployments.
Facilitate trainings and remote learning.
Utilize customer inquiries and feedback data to coordinate departmental outreach opportunities. Perform follow-up outreach to assess change management effectiveness.
Advertise and promote classes and other learning opportunities using a variety of mechanisms to ensure that all campus locations are informed.
Maintain web content:
Update the UW Tacoma Procurement Services website with policy, process, and training news.
Build out the website as new learning opportunities are offered, collaborating with the Procurement Services manager in making design decisions regarding placement of new content and revision of existing content.
Additional responsibilities as assigned.
Bachelor's degree in Business Administration or related field.
Minimum two to three years’ experience in Supplier management, sourcing, procurement, fiscal and inventory control experience.
Experience managing multiple projects concurrently under deadline pressure and changing priorities in a high volume setting including fiscal year and biennium close.
Experience following established guidelines and policies when making decisions.
Demonstrated sound judgment in making decisions when there is no precedent/guideline; considering problems from all perspectives, and thoughtfully and responsibly consider all relevant impacts and implications before making a decision. Experience making effective and timely decisions, with limited data and guidance from others.
Strong written, verbal, and interpersonal communication skills with ability to work effectively with staff and campus purchasing departments.
Excellent computational and computer experience with programs such as Microsoft Excel, Access and Adobe Acrobat (forms, PDF & scanning).
Demonstrated ability to work independently with exceptional organizational, planning, time management skills, initiative and attention to detail.
Familiarity and understanding of University of Washington purchasing policies and procedures.
Experience working with University of Washington Administrative Systems including My Financial Desktop, eProcurement (ARIBA), and Visa Procurement and Central Travel Account Cards.
Ability to work both independently and collaboratively, with a diverse group of people with tact, diplomacy, discretion and sensitivity.
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.