Job Summary:

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

Major Duties / Critical Tasks:

• 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.

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

• 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 and ensures inclusion of all appropriate terms, conditions and requirements.

• 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 and/or identification of discrepancies and negotiation and resolution of disputes.

• Issues purchase order releases and/or contract amendments consistent with the requirements of the agreement.

• Monitors supplier and/or customer performance, as applicable, regarding compliance with contract requirements and Purchasing' policies and procedures.

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

• Ensures that all procurement documents (i.e., bids/proposals, correspondence, purchase orders, amendments, etc.) are complete and properly organized, filed, recorded, stored and archived in accordance with applicable policies and procedures.

• Assists in analyzing market trends and evaluates potential sources of supply; Forecasts and analyzes customer ordering habits/trends to determine cost saving and contract opportunities.

• 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.

• Processes customer requisitions for routine purchase requirements.

• Serves as liaison between vendors, the institution, and departments.

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

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

• 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.

• Performs related duties as required.

Required Education / Experience:

Bachelor's degree or equivalent in related field; 2 years related experience. APP, CPPB or CTP certification within 18 months of appointment in title.

Knowledge, Skills and Abilities:

• Good technical writing skills and ability to write specifications.

• Good organizational and project management skills

• Good overall knowledge of purchasing rules and regulations; Good understanding of the procurement process/cycle.

• Working knowledge of the Uniform Commercial Code and special terms and conditions of the State of Texas.

• Basic accounting skills.

• Working knowledge of personal computers.

• Working knowledge of current purchasing on-line system (e.g., PARS).

• 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 skills

• Demonstrates basic negotiation /problem solving skills and understanding of negotiation strategies and tactics

• Good time management skills.

Equipment: 

Standard office equipment.

Working Environment:

Standard hospital, clinical and/or office environment.

Other: 

Specific job requirements or physical location of some positions allocated to this classification, may render this position security sensitive, and thereby subject to the provisions of Section 51.215, Texas Education Code. 

ANY QUALIFICATIONS TO BE CONSIDERED AS EQUIVALENTS IN LIEU OF STATED MINIMUMS REQUIRE THE PRIOR APPROVAL OF THE VICE PRESIDENT FOR HUMAN RESOURCES AND EMPLOYEE SERVICES.