Purchasing System Specialist

Position Summary

This position serves as the primary functional lead for all business processes and workflows located within Purchasing’s eProcurement system (Jaggaer) and the integration into the University Financial Management System (FMS – Peoplesoft). This position represents Purchasing in the development and maintenance of the reconciliation tool (Chrome River), and serves as the secondary contact for the onboarding tool (Paymentworks). The Purchasing Systems Specialist provides training, support and communication to the University community at large and resolves functional and operational issues as needed. This position serves as the technical support for the Purchasing department software and applications including: FMS, Jaggaer, Paymentworks, and any other strategic goals as assigned from the technological support side.

Essential Duties, Tasks and Responsibilities

• Transaction Management: This position manages the approval and processing workflows moving transactions through the University eProcurement system to the Financial Management System making sure all are processed in a timely manner and without error. Acts when problems arise or there are functional issues with the affected procurement systems by working with, the Director and/or ITS and the system vendors as necessary to resolve the problem and informs University stakeholders once resolution is achieved. Adjusts workflow and approval protocols at the direction of the Director. Ensures transaction compliance with University policies and procedures.
• Transaction Processing: This position is responsible for 20,000+ requisition requests, the corresponding change requests, closures, cancellations that are processed on an annual basis. The individual will monitor the requisitions process and approve the procedural accuracy review portion for the Purchasing Department with assistance from student workers and department peers.
• Communication and Training: This position engages with each department on campus to train individuals and provide them with the needed information to use the University’s eProcurement tool (Jaggaer) effectively. Develops training materials and makes those materials available. Provides ongoing support to end-users. Tracks and provides updates to management for developing technologies, innovations, and changes in the marketplace within current systems or other potential systems. Partners with the Director as needed to support University stakeholder learning and development for unique or new initiatives.
• Student Employee Management: Responsible for the hiring of student employees for the Purchasing team regarding system support. Conducts training for student employees and supervises them. Coaches employees to improve performance when needed. Periodically audits the work of student employees to ensure accuracy and completion of assigned work.
• Reporting and Analysis: This position will review past purchasing activity in FMS, Chrome River and Jaggaer and provide analysis via reports and summaries. The Purchasing Systems Specialist provides regularly scheduled reports to the Director and admin. This position will also assist the Director in preparing reports or templates that are requested by other departments to meet their reporting expectations.
• Systems Functional Lead: This position serves as a systems lead to identify, test, and implement best practices as they are related to system upgrades, efficiencies and workflow for e-Procurement (Jaggaer), onboarding tool (Paymentworks) and expense management (Chrome River and Bank of America systems). This typically involves supporting scheduled system upgrades and enhancements and testing activities, but it also includes supporting other Purchasing department-focused system enhancement initiatives on an ongoing basis. This position will act in the lead capacity of any new Procurement systems that will be implemented or enhanced, including but not limited to: working with ITS for implementation and testing, campuswide training, and creation of instruction documents.
• Continuous Improvement: This position is tasked with looking for efficiencies in workflows, processes, as well as reviewing upcoming release notes for all Purchasing systems. When the department has an initiative that relies on a technological adjustment to increase efficiencies within the department, this position will be included in the work group, and many times be a leader in such workgroup.
• This position works on other duties as assigned by the Director.
• This position serves as backup to the Procure to Pay Analyst and associated vendor administration duties within the vendor onboarding system: PaymentWorks.
• Other duties as assigned

Knowledge, Skills, Abilities

• Comfortable with navigating a multitude of systems
• Strong administrative, analytical, and organizational skills
• Advanced user in Excel or spreadsheet application
• Manage multiple projects at one time
• Strong communication skills, written and verbal
• Ability to work in a team environment
• Demonstrated evidence of making sound judgments and decision, and problem solving skills
• Ability to function well under time constraints and deadlines

Minimum Qualifications:

The Following Degree is required:

• Bachelor's Degree. Degree must be conferred at time of application.

The following Experience is required:

• 2 years of experience in one of the following areas: 
• system administration
• system analyst 
• purchasing systems 

Benefits

Bowling Green State University provides a comprehensive benefit program as part of a total compensation package.  This includes medical, prescription, dental, vision, health accounts (medical & dependent), life & disability insurance, retirement plans, employee assistance program and tuition fee waivers for employees and their eligible dependents as well as paid time off, holidays and parental leave.  For more information, please visit Benefits-at-a-Glance.

Deadline to apply:  The search committee will review applications until the position is filled; however, for best consideration, applications should be provided by ‘April 17, 2024’.   

To Apply

For a complete job description & to apply for this position visit  https://www.schooljobs.com/careers/bgsu or contact the Office of Human Resources at (419) 372-8421. BGSU. AA/EEO/Disabilities/Veterans. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Bowling Green State University, please call 419-372-8421.

Why work at BGSU?

Full-time BGSU employees enjoy an array of exceptional benefits, including:

• Quality, affordable health insurance: Various coverage options available for health, vision and dental starting the first day of the month following your date of employment.
• Generous paid time off: Vacation, holidays, sick days and more.
• Excellent work life balance resources: Our Employee Assistance Program offers confidential support to employees and their eligible family members, along with ancillary programs covering identity theft, elder care, legal services and more.
• Tuition fee waivers: For eligible employees, spouses and dependent children.
• Professional development opportunities: For skills training, supervisor and leadership programs, performance management, online courses and online tools for employee growth and development.
• Parental leave: Up to five weeks of paid parental leave for full-time employees with at least 12 months of continuous service.
• Retirement: BGSU offers several options for meeting your retirement goals with a current employer contribution of up to 14% depending on the retirement program selected. Read more about the option that best fits your needs.

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