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Senior Buyer

Villanova University
Pennsylvania, USA
Full-time
Senior Level
Onsite
USD 71700-95000 yearly
Discovered 1 months ago

Full Job Posting

Position Summary

  • Join a mission-driven organization. Since Villanova University’s founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
  • Villanova has been included among the nation’s best colleges and universities. VU’s inclusion again in U.S. News & World Report’s 2025 “Best Colleges” rankings is another indication of the University’s continued prominence and forward momentum.
  • Villanova’s most precious asset is our people . As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more .

Duties And Responsibilities

  • Responsible for procuring a variety of services and products including capital equipment. Senior Buyer is responsible for creating RFP documentation, issuance and analysis of bid specifications, evaluation of bid packages for accuracy and compliance, and providing support to end users during the bid process and contract negotiation. Senior Buyers will ensure all RFPs, Contracts, and Purchase Orders are in compliance with all City, State, and Federal laws, codes, and regulations and University policies and procedures, and provide customer service for campus purchasers as requested. Survey and research product information and market trends with responsibility for commodity purchases involving large and/or difficult expenditures of a technical and/or complex nature. Investigate sources of supply; interview and correspond with suppliers. Research and assist in the development of pricing for university department planning purposes. Develop bid documents, review, and analyze technical specifications and product standards for complex equipment purchases and service contracts; direct the selection of interested and qualified suppliers. Conduct pre-bid conferences to address concerns and provide direction to interested bidders; analyze bid packages to ensure compliance to specifications, completeness of supporting documentation, accuracy, and compliance with applicable rules and regulations. Negotiate contracts with suppliers with the support of General Counsel, Risk Management and Information Security.
  • Form cross-functional teams in order to qualify suppliers and develop long term acquisition plans for various materials and services. Analyze University spending data to determine commodities and /or departments to work with to establish long-term supplier partnership agreements. Continually negotiate with these suppliers for long-term agreements and quality improvement solutions.
  • Review and evaluate purchase requisitions for accuracy from campus departments. Determine preferred suppliers and best method needed for fulfillment. Ensure all contracts are reviewed and are in compliance with University policies.
  • Maintain a detailed knowledge of the products and services being procured and supplier/procurement alternatives, via a proactive and productive relationship with suppliers and manufacturers. Coordinate campus-wide service and maintenance contracts for university owned equipment and services.
  • Meet with established and prospective suppliers to update current goods and services available, and to review pricing structure in place. Maintain strong working relationships with current suppliers to assure quality service.
  • Advise all levels of personnel (Deans, Directors, Faculty and Staff) regarding purchase and supply requirements, policies and procedures, specifications, quality of products and delivery needs.
  • Serve on a variety of committees to meet procurement strategic goals.
  • Perform additional duties and assist with special projects as assigned.

Minimum Qualifications

  • Four-year college degree preferred or equivalent job experience.
  • Thorough knowledge of purchasing and procurement practices, including competitive sourcing and vendor selection.
  • Experience in University or other service-oriented environment.
  • Ability to interpret and apply University purchasing policies and procedures.
  • Knowledge of sources and types of products and services commonly used in a university setting.
  • Experience with methods of conducting product and supplier research.
  • Ability to assist varying levels throughout the University and provide excellent customer service in a timely and responsive manner, providing accurate and thorough information and guidance.
  • Strong attention to detail with the ability to analyze pricing, specifications, and vendor documentation.
  • Proficiency with procurement and financial systems (e.g., Concur or similar systems) and standard office software.
  • Strong organizational skills with the ability to manage multiple priorities and deadlines.
  • Effective communication and interpersonal skills to work collaboratively with university departments and external vendors.
  • Ability to exercise sound judgment, maintain confidentiality, and deliver superior customer service to varying levels throughout the University in a timely and responsive manner, providing accurate and thorough information and guidance.
  • Experienced in creating and editing reports in Excel.
  • Skilled in negotiating issues and resolving problems.
  • At least five years of experience is required in procurement, preferably in the education or not-for-profit sector, with specific experience in the preparation of highly technical and/or complex solicitation documents for the procurement of commodities and services and in using automated procurement systems and processes.
  • Strong analytical skills, collecting and analyzing complex data, evaluating information and systems, and drawing logical conclusions.
  • Ability for establishing priorities for areas of operational improvement and development and executing a plan of action.
  • Ability to structure and prioritize work to achieve specific deliverables in an environment characterized by tight deadlines and competing and frequently changing priorities.
  • Strong interpersonal skills and communication skills. Ability to analyze and solve problems.
  • Ability to handle high volume of activity with high degree of accuracy, and strong data entry skills.
  • Ability to work with limited supervision; self-motivated.
  • Ability to interpret, communicate, and enforce financial policies with professionalism.
  • Advanced Excel and financial systems proficiency.
  • Customer-service mindset with ability to work effectively across all levels of the University.

Preferred Qualifications

  • Four-year college degree preferred or equivalent job experience.
  • At least five years of experience is required in procurement, preferably in the education or not-for-profit sector.
  • Experience leading high-value sourcing events.
  • Knowledge of higher education procurement practices.
  • Experience with consortium purchasing (E&I, OMNIA Partners, Sourcewell, COSTARS , PA State Contract, etc.).
  • Experience supporting research, facilities, IT, and academic departments.
  • Demonstrated success negotiating complex contracts resulting in measurable cost savings and improved supplier performance.
  • Experience developing and managing competitive RFP , RFQ , and RFI processes.
  • Strong understanding of higher education procurement practices, cooperative purchasing agreements, and applicable procurement regulations.
  • Proven ability to build collaborative relationships with faculty, staff, suppliers, and executive leadership.
  • Experience with eProcurement systems ( ESM , Concur, Banner, PaymentWorks).
  • Experience with Microsoft Office products is necessary. Ability to build and maintain complex Microsoft Excel spreadsheets.
  • Standard office equipment, including PC and common software packages.

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