Job Description

University of Utah Job Description

Job Summary

Coordinates the entire purchasing process for all entities within a large department or division.

Qualifications

Four years purchasing/business experience, or equivalency (one year of education can be substituted for two years of related work experience); experience with data base management; and organizational skills required. Supervisory experience and a background in electronic transfer systems preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Disclaimer

This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Essential Functions

1. Oversees the purchasing of equipment and supplies needed for the daily operations of a department, including research activities.
2. Obtains quotations for bids, selects vendors and negotiates prices to determine the most cost-efficient products.
3. Plans and implements the purchasing system utilized to accomplish purchasing objectives within the department. Evaluates system effectiveness and makes modifications as needed.
4. Participates in growth planning to forecast equipment and supply needs, taking in consideration personnel and increases in grant funds. Makes recommendations for providing sufficient resources to handle needs for the future.
5. Resolves problems regarding orders; ensures orders are correctly filled, warranty repairs are made, and examines merchandise received for quality.
6. Maintains a database in order to provide an accurate records/inventory of supplies.
7. Supervises the activities of support staff by making hiring recommendations, training, evaluating performance and assigning work.
8. Educates employees in proper purchasing procedures. Determines the most effective communication methods for reaching all employees and provides ongoing training to keep faculty and staff updated with new processes and procedures.
9. Prepares reports which assist personnel in keeping track of orders and status of accounts.
10. Oversees the maintenance of equipment inventory.

Problem Solving

This position works independently in performing most assignments. He/she selects vendors and negotiates prices and plans daily activities. The incumbent responds to minor personnel problems and makes hiring decisions and salary recommendations for support staff. The decision to purchase costly equipment or hire additional staff is referred to the supervisor.

Some challenges the incumbent may encounter include determining the status of merchandise received, resolving problems, and coordinating the return of wrong or damaged items with vendors. The incumbent also implements and maintains a mechanized purchasing process in order to expedite orders in a timely and cost-effective manner; determines the amount and type of supplies and equipment needed to accommodate increased demands due to growth; evaluates, plans and implements improvements to the purchasing process; and keeps an inventory current and accounted for that may be spread throughout several buildings.

This position may supervise the activities of 1-3 accounting clerks and oversee the purchasing process for over 350 personnel and 120 grants.