HCSS Acquisition Specialist (Partial Remote) - Purchasing at UTMB Health

JOB SUMMARY:

To provide professional advisory, technical, and administrative skills necessary to acquire supplies, equipment, and services required by the institution in compliance with all applicable laws, rules, regulation, policies, and procedures. Responsible for performing various tasks related to the Procurement Cycle from planning through order fulfillment for routine procurements that require formal solicitation (ITB/RFP) and selection processes. **

ESSENTIAL JOB FUNCTIONS:**

• 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.
• Adheres to internal controls and reporting structure.

KNOWLEDGE, SKILLS AND ABILITIES:

• Demonstrates good negotiation skills and strategic thinking
• 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 purchasing and contract management on-line systems (e.g., Peoplesoft/Jaggaer/SharePoint).
• Demonstrates good customer service skills.
• Good verbal and written communications skills
• Detail oriented.
• Good overall knowledge of procurement processes, policies, and procedures.
• Good mathematics skills
• Good problem resolution skills.
• Ability to work in a team environment contributing ideas, participating in decisions, and achieving outcomes.

MARGINAL OR PERIODIC JOB FUNCTIONS:

 Performs related duties as required. **

PREFERRED EXPERIENCE:**

Working knowledge of State of Texas Procurement guidelines **

REQUIRED EDUCATION / EXPERIENCE:**

Bachelor’s degree or equivalent and two years related experience.

• Work schedule is Monday-Friday (8a-5p)
• HCSS is the in-house staffing agency for UTMB, therefore there are no TRS benefits associated with this position.*

Primary Location

United States-Texas-Galveston **

Job**

Clerical & Administrative Support **

Organization**

HealthCare System Staffing

Contractual **

Shift**

Standard **

Employee Status**

Non-Manager **

Job Level**

Day Shift **

Job Posting**

Feb 8, 2024, 7:22:52 AM