Procurement, Inventory Control, and Recharge Specialist

Work Schedule

• Full-time (1.0 FTE, 40 hrs/wk)

Location

• Fairfax, VA

Workplace Type

• Hybrid Eligible
• Sponsorship Eligibility: Not eligible for visa sponsorship
• Pay Band: 04

Salary

• Salary commensurate with education and experience
• Criminal Background Check: Yes

About the Department

About the Position

Responsibilities

• Procurement of Goods and Services:
• Receives and processes purchase requests from internal customers (i.e., faculty, staff) by liaising with vendors to place orders, track receipt of goods, ensure orders are fully complete/paid, and resolve issues that arise;
• Identifies appropriate means to procure goods (e.g., eVA purchasing system, P-card, honorarium request, reimbursement request, etc.) and ensures requests are within procurement-related policies;
• Works collaboratively with internal customers to understand procurement requests and required specifications, monitors purchasing activities from initiation through completion, ensures timely processing of approved items, and provides regular status updates to internal customers;
• Secures quotes as needed;
• Monitors purchasing requests, ensuring approved items are purchased;
• Maintains detailed records of purchases in accordance with university policy and within compliance;
• Works collaboratively with the Finance team to ensure all purchases are allowable, allocable, and within budget;
• Ensures the correct amount is entered into the purchasing system and charged to the correct org/fund;
• Works closely with accounts payable to ensure timely payment and resolution of invoice issues; and
• Evaluates usage of vendors based on price, reliability, capability, and previous transaction history.
• Equipment Management:
• Collaborates with departmental equipment liaisons to ensure all equipment is tagged and inventoried annually;
• Coordinates the list and purchasing of Equipment Trust Fund (ETF) items;
• Serves as the primary contact for equipment liaisons to discuss inventory management;
• Facilitates regular meetings to discuss inventory management with equipment liaisons and leadership;
• Prepares detailed reports on inventory status;
• Documents equipment and inventory processes and procedures for the college in coordination with university policy;
• Assists departments in tracking and maintaining equipment agreements; and
• Trains and mentors equipment liaisons;
• Recharge Management:
• Works with PIs to ensure recharges are processed for necessary equipment;
• Reviews and processes invoices related to equipment recharges;
• Develops and implements internal and external recharge procedures for the college in coordination with university policy;
• Facilitates regular meetings with faculty and leadership on the recharge process;
• Assists PIs in completing the initial recharge rate request form and works with Finance/RA on required financial information; and
• Performs other related duties as assigned.

Required Qualifications

• High school diploma or equivalent;
• Progressive procurement experience (typically four or more years);
• Experience within a business setting;
• Experience in a customer service environment planning, scheduling, and executing operational projects to meet client’s needs and procuring goods and services;
• Experience with internet and email systems with strong problem-solving skills and the ability to multitask;
• Experience maintaining organized records and meeting deadlines;
• Knowledge of fiscal and purchasing processes;
• Strong analytical, negotiation, and project management skills;
• Excellent organization, communication, and customer service skills with a strong attention to detail;
• Proficiency in Microsoft Office Suite with intermediate Excel skills;
• Ability to work effectively with faculty, staff, and vendors from a variety of diverse backgrounds;
• Ability to maintain excellent working relationships with college and university colleagues and external vendors;
• Ability to troubleshoot and provide solutions when necessary;
• Ability to effectively communicate in person, by phone, and in writing;
• Ability to coordinate and prioritize multiple tasks and meet deadlines;
• Ability to adapt to changing technologies and practices; and
• Aptitude to train and mentor equipment liaisons.

Preferred Qualifications

• Bachelor’s degree in business, supply chain, or related field;
• Familiarity with public procurement practices or Enterprise Resource Planning (ERP) systems within a large public institution;
• Experience using university systems such as Mason Finance Gateway, eVA Purchasing, and MicroStrategy; and
• Experience in inventory management.

Instructions to Applicants