| Job Description : |
Minimum Qualifications
BA/BS plus at least two years of professional work experience or a combination of related education and work experience equal to six years.
Working knowledge and experience in Microsoft Word and Excel, as well as computer based purchasing systems and inventory management systems.
Experience analyzing data (e.g., sales, purchase history, price files, etc.).
Knowledge of principles and practices of purchasing.
Knowledge of principles and practices of contract negotiation and administration.
Ability to develop purchase requests, specifications and other written materials.
Ability to be customer focused. Proven ability to interact professionally, both in person and on the telephone.
Ability to comprehend interactions and requirements of large purchasing and financial systems.
Knowledge, Skills and Abilities
The Buyer/Catalog Administrator position at U Market Services requires an extensive combination of skills and experience. The buying portion of the job requires more than following prompts from a computer program. Knowledge of the customer, suppliers and the current market trends must be considered in making purchases. The Buyer/Catalog Administrator is also required to take care of difficult customer service issues as well as help our end-users with some of their decisions. Working with both suppliers and customers is critical to maintain efficient relationships where the end result makes it easier for the University community to get what it needs. This requires knowledge of the Buyer/Catalog Administrator’s individual market segments and their respective customer base to effectively negotiate with vendors.
Technical Knowledge and Skills – Require the following:
1. Knowledge of principles and practices of purchasing.
2. Knowledge of standard vendor, price and purchasing reference sources for materials, equipment and supplies.
3. Knowledge of principles and practices of contract negotiation and administration.
4. Knowledge of applicable laws, codes, regulations and policies.
5. Skill in reading and interpreting purchase requests, specifications and other written materials.
6. Skill in the preparation of clear and concise reports, correspondence and other written materials.
7. Skill in the effective use of computer hardware and multiple associated software applications.
8. Skill in the maintenance of appropriate records and files.
General Skills and Attributes – Require one or more of the following:
1. Cognitive skills (analysis, decision making, learning ability, etc.) 2.
Interpersonal skills (valuing diversity, tact, sensitivity, ability to function as part of a close team of buyers, etc.)
3. Communication skills (oral, written, etc.)
4. Motivation skills (results orientation, initiative, etc.)
5. Organizational/business skills (customer service, university citizenship, etc.)
Description of Position
This position reviews and manages immense volumes of U Market supplier catalog content for accuracy to ensure compliance with University purchasing contracts. The employees in this classification at U Market Services oversee four million SKUs listed by U Market suppliers, in both hosted and punch-out relationships. In addition, this position monitors inventory levels and purchases products physically stocked at U Market Services. This requires determining the scope of products to be stocked and creating the specification for bids, awarding and monitoring contracts, setting price and managing inventory through daily purchases, and documenting the contract process. This position maintains close partnerships with University of Minnesota Purchasing Services and monitors supplier service levels, responds to customer needs and concerns and functions as a resource for U Market Services customer support.
Responsibilities
Performs the following
1. Provides active oversight for hosted and punch-out catalog content provided by U Market suppliers. Works directly with suppliers to resolve any discrepancies in product offerings including pricing, availability, description, category or other content related issues.
2. Confers with University clients concerning items to be purchased, explains purchasing procedures and may assist in revision/development of new procedures as required. Advises clients regarding product alternatives. Disseminates information regarding products and supplies.
3. Obtains information from vendors in regard to specifications, needs, price quotations, bids, adjustments, etc. Attends demonstrations and obtains samples/literature as required.
4. Monitors market trends, obtains comparative data regarding price, quality, quantity, availability and delivery.
5. Analyzes quotations received, selects or recommends suppliers and schedules deliveries.
6. Composes purchasing specifications. Prepares invitations for bid. Confers with supervisor on appropriate procedures and methodologies.
7. Resolves purchase order, invoicing and delivery complaints and problems.
8. Reconciles invoices, maintains appropriate records/files, and prepares periodic reports as required.
9. Collaborates with Purchasing Services to reconcile product offerings with contractual details and monitors obsolete inventory.
10. Confers with supervisor and management on appropriate items and categories for inventory.
Essential Functions of the Position
30% – Catalog administration for suppliers’ products available to the University through U Market (The University’s e-procurement system). These activities include but are not limited to: Review hosted catalog information received from vendors to determine if it meets the contract criteria for each vendor catalog. Perform analysis of catalog changes including price changes. Perform review and analysis of projected changes to punch-out catalogs including price changes. Work with the Purchasing Services Category Manager assigned to each contract to determine contract specifications, review price changes and all other aspects of catalog management. Perform on-going price and information review of all punch-out catalogs to determine on-going adherence to contact specification and pricing. Monitor proxy files for ease of use and contract compliance.
60% – Supply Management: Confers with University clients concerning items to be purchased, explains purchasing procedures and may assist in revision/development of new procedures as required. Advises clients regarding product alternatives. Disseminates information regarding products and supplies. Obtains information from vendors in regard to specifications, needs, price quotations, bids, adjustments, etc. Monitors market trends, obtains comparative data regarding price, quality, quantity, availability and delivery. Analyzes quotations received, selects or recommends suppliers and schedules deliveries. Composes purchasing specifications. Prepares invitations for bid. Confers with supervisor on appropriate procedures and methodologies. Resolves purchase order, invoicing and delivery complaints and problems. Reconciles invoices, maintains appropriate records/files and prepares periodic reports as required. Monitors sales of all assigned categories for dead or slow moving stock and removes according to procedure.
10% – Customer Support: Respond quickly and courteously to customer requests and information inquiries. Enter, access and track customer inquiries using a central system such as, but not limited to, TeamDynamix. Add vendors into system. Process orders for supplies and services as needed. This position will assist with and provide information on all associated steps in the order process. Provide back-up to U Market Services Customer Support when necessary. Other duties as assigned.
Work Environment
Physical and Environmental Conditions – Accommodations may be made for some of these physical demands for individuals who require and request such accommodation: 1. Stamina to remain seated and maintain concentration for extended periods of time.
2. Strength and agility to exert up to 20 pounds of force.
This job may be designated as essential
The employer retains the right to change or assign other duties to this position
Essential Qualification: Regular attendance is an essential qualification for this position
We Offer:
MN State Retirement System (MSRS) pension plan – tax deferred.
13 paid vacation days per year (starting accrual rate), in addition to 13 paid sick days and 11 paid holidays.
Reduced tuition opportunities covering 75% – 100% of eligible tuition.
Excellent and affordable health care benefits.
Wellness program with opportunity to earn lower health care rates.
merit increase program.
U Market Services offers online purchasing; materials management and centralized logistics services that provides University departments and collegiate units with e-business access to over 4 million frequently used office, lab, custodial, medical, and MRO supplies. Products are competitively priced, ordered via a fully electronic system, and orders are delivered the next day to on-campus locations. Product ordering, approval, billing, reporting and tracking are all accomplished on-line. U Market Services logistics staff complete 1000 deliveries each day including packages, mail, building materials, and just about anything else bound for the Twin Cities campuses. Incoming shipments are consolidated to reduce the number of delivery vehicles on campus streets.
Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.
Additional documents may be attached after application by accessing your “My Job Applications” page and uploading documents in the “My Cover Letters and Attachments” section.
To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).
The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.
Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
Please note: All employees at the University of Minnesota are required to comply with
the University’s Administrative Policy: COVID-19 Vaccination and Safety
Protocol by either providing proof of being fully vaccinated on their first
day of employment, or complete a request for an exemption for medical
exemption or religious reasons. To learn more please visit:
https://safe-campus.umn.edu/return-campus/get-the-vax
The University of Minnesota, Twin Cities (UMTC)
The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation’s most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations. |
