Service Center Associate, Procurement and Travel

Title: Service Center Associate, Procurement and Travel

Employee Classification: Clerical & Secretarial

Institution: System Office

Department: Service Center

Campus Location: Tennessee Board of Regents System Office

Job Summary

The Associate, Procurement & Travel is responsible for ensuring that all requisition, travel, and purchasing transactions are provided in a timely and accurate manner and in compliance with all applicable institutional, TBR, State, and Federal regulations, policies, and guidelines. The Associate, Procurement & Travel executes complex purchasing transactions utilizing sophisticated technology to provide professional services. The Associate, Procurement & Travel works closely with institutions of the TBR system and is expected to provide a high level of customer service to all institutions served. Depending on circumstances, remote work may be an option.

Job Duties
55% - Procurement • Researches and utilizes comparative analysis and recommendations to support the development of specifications and bid lists for RFIs, RFQs, and RFPs • All RFI, RFQ, and RFP processes including: preparing formal Invitations to Bid, managing bids, notifying all bidders of award decision, processing purchase orders, and reviewing completed/signed TBR Sole Source Vendor Forms for Sole Source Vendor Purchases for completeness and accuracy • Assists in the administration of procurement card program, ensuring compliance with TBR policies and guidelines • Issues open encumbrance reports related to POs not receipted in Jaggaer • Assist with Jaggaer user administration and vendor catalog offerings • Provides consultation regarding best vendor and prices during vendor selection process - (Essential)
20% - Travel • Maintains standardized forms for travel claims and processes travel claim submissions • Reviews, audits, and approves travel claims submitted for compliance with TBR travel policies • Forwards approved travel claims to accounts payable for processing • Coordinates the system-wide and Shared Services travel card program • Maintains travel and expense files - (Essential)
15% - Customer Service • Develops and provides trainings, as necessary, regarding the procurement database and procurement and travel policy and procedure changes • Communicates to employees and administration regarding procurement related issues • Fields employee questions and researches procurement and travel claim questions and concerns • Works cooperatively and effectively with other departments • Provides consultative services to institutions based on functional area expertise in support of procurement related best practice implementation - (Essential)
5% - Reporting • Prepares institutional, TBR, State, and Federal required reporting, as well as ad hoc reports - (Essential)
5% - Other Duties • Performs additional duties as assigned - (Marginal)

Minimum Qualifications

• Bachelor's degree and a minimum of 2 years of procurement experience OR a high school degree/GED and a minimum of 5 years of procurement experience OR a comparable combination of education and experience
• Experience or training in Windows operating system and Microsoft applications

Preferred Qualifications

• Experience working in procurement in a college or university setting
• Experience within a shared services operating environment
• Experience in procurement at a TBR institution or state administration
• Experience with Banner or similar ERP system
• Experience with Jaggaer or similar procurement system

Knowledge, Skills, and Abilities

• Knowledge of procurement terminology and practices
• Broad knowledge of federal and state laws and guidelines
• A willingness and passion to learn new hardware and software systems that are consistent with duties
• Ability to effectively analyze data and inquiries, think critically, and make appropriate decisions
• Effective organizational and time management skills
• Ability to work as part of a team or work alone without close supervision
• Strong interpersonal skills
• Ability to communicate effectively, both in writing and orally
• Ability to understand customer needs and provide quality service
• Ability to maintain confidentiality in compliance rules and regulations, including HIPAA and FERPA guidelines on the disclosure of information