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A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

Department Summary

Student Life Budget and Finance (SLBF) supports the Student Life departments of Housing, Dining, Unions, Conference and Events, University Health Services (UHS), Rec. Sports and many departments, centers and programs within Student Life.  SLBF prepares monthly, quarterly and annual financial reports, prepares annual budgets, data analysis, procurement and accounts receivable support across Student Life. SLBF also facilitates the annual Internal Controls gap analysis process, provides financial system and business process training as well as updates to U of M processes and policies within Student Life.

Job Summary

This position reports to the Purchasing Supervisor of Student Life Budget and Finance (SLBF).  This position would manage the competitive bid process for major contracts, negotiates contracts, approve procurement invoices, responsible for Capital Projects, act as liaison between Student Life departments and suppliers, and identify potential new suppliers. This position would also process requests and procure equipment, supplies and services for Student Life departments. Work with and advise customers in the formulation of bid specifications and prepares formal RFQ and RFP documents for competitive bid. Analyzes price quotes and proposals and makes recommendations to key stakeholders. Negotiates contracts for the acquisition of equipment, supplies and services, to include terms and conditions and pricing. Collaborates with other procurement team members to accomplish system-wide cost saving initiatives. Assists in resolving invoice discrepancies. This position would both identify and implement process improvements to gain efficiencies and improve customer service.

Responsibilities*

40% Competitive bid and contract negotiation

  • Negotiating supply contracts with the support of the Procurement Services
  • Prepare Request for Information (RFI), Request for Quotation (RFQ), Request for Proposal (RFP)
  • Collaborate with stakeholders, buyers, and suppliers to ensure accuracy and follow through
  • Prepare analysis, conduct contract negotiations, conduct supplier interviews and meetings, presenting findings from RFIs, RFQs and RFPs
  • Identify, select, review, and set-up qualifying suppliers
  • Manages assigned contract portfolio. Coordinates contract milestones, production schedules, drawings and specifications for user approval   
  • Ensures that contracts are reviewed and renewed in a timely manner
  • Responsible and accountable to ensure that all procurement guidelines are followed and adhere to as defined by The University’s SPGs

30% Purchasing

  • Verifies purchase requisitions by comparing items requested to master list; clarifying unclear items; recommending alternatives.
  • Prepares purchase orders by verifying specifications and price; obtaining recommendations from suppliers for substitute items; obtaining approval from requisitioning department
  • Verifies receipt of items by comparing items received to items ordered; resolves shipments in error with suppliers
  • Provides purchasing planning and control information by collecting, analyzing, and summarizing data and trends
  • Manage open orders – maintains contact with suppliers regarding tracking delivery and expediting requirements as needed
  • Discretion to change the end user vendor choice to better align with goals ensuring like kind and quality procured
  • Make financial commitments to suppliers via sourcing and price negotiations for approved funds and approved projects via approved purchase orders
  • Track project spend across Student Life
  • Review and process assigned PRF requests
  • Ensure that assigned PRF’s have been completed properly and have the correct documentation attached in order to process to an E-Pro-Req
  • Log all PRF, RFI/RFP/RFQ, and contract activity to the Purchase Order Log
  • Once the requested PO has been released, approve the corresponding PRF

20% Capital Projects and Reporting

  • Responsible to work with stakeholders, Procurement Services, and suppliers to develop, analyze, and implement all aspects of this process
  • Maintain the Life Cycle inventory and advise the Director of Student Life Auxiliary Facilities & Capital Projects 
  • Submits purchasing requests and tracks to completion
  • Help organize and plan Capital Project related activities, coordinate supplier scheduling, and ensure project completion
  • Develop and analyze unit specific reports to assist with operational decision making
  • Maintain monthly reporting obligations

10% Coordination and Miscellaneous

  • Provide oversight and assign work and tasks
  • Approve timesheets as assigned
  • Conduct weekly 1:1 meeting, quarterly coaching and feedback and annual evaluation and performance review as assigned
  • Participate on University and Student Life committees and workgroups as assigned
  • Challenge old ways of doing things, continuously improve and make suggestions to streamline processes
  • Actively works to identify and rectify opportunities for self-improvement and process improvement
  • Prepare capital project life cycle, meet with customers to review, track life cycle spends for additional units
  • Point of contact to educate and resolve issues for Centers and Groups, Housing Facilities, Unions, and MDining
  • Submits requests for all NWCC SLBF maintenance requests, and tracks to completion
  • Help organize and plan office related activities
  • Coordinate onboarding and off boarding of Student Life staff
  • Develop and maintain Google folder, trackers, and ASAP products
  • Other duties as assigned

Required Qualifications*

  • Bachelor’s degree or an equivalent combination of education and experience in Finance, Accounting, Business Administration or related field
  • Minimum of 5 years progressive procurement experience
  • Demonstrated negotiation and contractual language skills
  • Project Management experience
  • Advanced Excel Skills
  • Experience managing multiple projects at one time in a highly demanding environment
  • Excellent interpersonal skills and evidence of working collaboratively and diplomatically to foster strong teamwork
  • Demonstrated problem solving and multitasking within and across departments to meet changing deadlines; must be a self starter
  • Experience fostering customer relations; including strong written and verbal communication skills
  • Significant experience with computer programs including Microsoft Word, Google programs, PowerPoint and Gmail

Desired Qualifications*

  • Experience with University of Michigan’s M-Pathways Financials Systems
  • Knowledge of University policies and procedures, including those regarding human resources, financial management, internal controls,and procurement
  • Considerable knowledge of methods, materials and equipment used in Food Service Equipment and Facility Maintenance operations

Additional Information

Position Criteria:

  • Strong organizational and communication skills, and follow through
  • Ability to handle multiple tasks at once in a highly demanding environment
  • Ability to communicate clearly and concisely at any level in the organization
  • Demonstrated organizational, program design skills and proven ability to accomplish tasks creatively, autonomously and efficiently
  • Demonstrated ability to establish priorities, consult when necessary, and accomplish high-stakes tasks while exercising sound decision-making
  • Ability to set expectations and achieve results while contributing positively to a unified team environment
  • Capacity to contribute to a diverse environment of colleagues and students representing diverse populations (e.g. nationality, race,   ethnicity, religion, gender, sexual orientation, ability, class, and other social identities)

Starting salary may vary depending on the qualifications and experience of the selected candidate.

This role may have reporting obligations under Title IX and Clery.

Relocation will not be offered for this position.

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Application Deadline

Job openings are posted for a minimum of seven calendar days.  The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

 

U-M COVID-19 Vaccination Policy

COVID-19 vaccinations are now required for all University of Michigan students, faculty and staff across all three campuses, including Michigan Medicine.  This includes those working or learning remotely.  More information on this policy is available on the Campus Blueprint website or the U-M Dearborn and U-M Flint websites.