Purchasing Analyst

Staff Non-exempt Boston, Massachusetts


Description

Suffolk University is pleased to announce a career opportunity as Purchasing Analyst.  As a Purchasing Analyst within the Procurement Team, you will be responsible for most of the transactional procurement work for the University, ensuring requisitions & purchase orders are executed on time, suppliers deliver goods & services as required, and supplier invoice payments are processed accurately. Also, performing the administration of the Procurement Card program including maintaining the controls environment for cardholders and back-office processes.

Dimensions:

2,000 Purchase orders, $50 Million in expenses

155 procurement cards, $3.5 Million in expenses

Primary/Principal Responsibilities:

  • Review requisitions for external vendor spend, check for accuracy, and process as appropriate
  • Ensure all Purchase Orders are dispatched to suppliers on a timely basis and follow up as required to ensure they have been received, processed, and have a delivery date
  • Work with suppliers to amend delivery dates on goods and services as deemed necessary by the business.
  • Ensure purchase orders comply with contract terms and work to improve the efficiency of the purchase-to-pay process.
  • Ensure Purchase orders pricing is accurate, and take steps internally and with suppliers to correct price deviations in advance of invoice holds
  • Proactively manage supplier performance on PO commitments, delivery, and Invoice accuracy
  • Ensure suppliers follow the correct procedures for submitting invoices for payment
  • Resolve billing issues between the University and suppliers.
  • Performs fiscal month-end, quarter-end, and year-end closing activities.
  • Analyze University purchasing activity through maintenance and audit of credit card and other purchasing systems procedures and protocols.
  • Keep accurate/detailed records.
  • Guide internal stakeholders on policy and practices for using procurement systems; raising requisitions; committing Purchase Orders to suppliers; processing supplier invoices and utilization of the University Procurement Card.
  • Work with Accounts Payable to clear any invoices on hold (matching exceptions) to ensure on-time supplier payments
  • Be the Subject Matter Expert for our procurement systems (Workday and procurement card). Troubleshoot issues to resolution.
  • Act as liaison between vendors and university departments.
  • Use system reporting and your own analysis in Excel to drive decision-making and prioritization.
  • Extract spend data from Workday and create spend reports.
  • Undertake RFP/RFQ work for competitively tendered business opportunities
  • Perform competitive analysis on supplier bids
  • Prepare and present regular and ad-hoc purchasing recommendations to purchasing management.
  • Undertake Purchasing system user acceptance testing support activities as assigned
  • Perform other duties as assigned

Required knowledge, skills, and abilities

  • Ability to communicate effectively, both orally and in writing
  • Ability to concentrate on detailed projects with numerous interruptions
  • Ability to prioritize and coordinate multiple work requirements to meet deadlines
  • Deal tactfully with difficult work situations including those with suppliers
  • Knowledge of purchasing methodologies, principles, theories, processes, and practices
  • Knowledge of Microsoft Office applications, Advanced MS Excel skills preferred
  • Technical accounting skills
  • Good analytical and numeracy skills
  • Ability to identify financial issues and execute mitigating actions
  • Ability to establish and maintain effective working relationships with co-workers, managers and clients
  • Execute the procurement function according to the highest standards of professionalism and respect of the values, objectives and interests of Suffolk University
  • Adhere to the principles of fairness, impartiality, transparency, and stewardship to avoid conflict of interest and any impropriety, and to respect and apply the University’s relevant policies, rules, and procedures
  • The English Language is required (min B2 level, prefer C1/C2)

Experience

Typically requires min 2 - 3 years of prior relevant experience in Procurement, Purchasing, and/or Accounts Payable. Requires a minimum of 2 years of relevant work experience in Accounting/Procurement/Buying or education in this field beyond High School or a combination of at least 2 years experience and education

Suffolk University does not discriminate against any person on the basis of race, color, national origin, ancestry, religious creed, sex, gender identity, sexual orientation, marital status, disability, age, genetic information, or status as a veteran in admission to, access to, treatment in, or employment in its programs, activities, or employment. Suffolk University is an affirmative action, equal opportunity employer. The University is dedicated to the goal of building a diverse and inclusive faculty and staff that reflect the broad range of human experience who contribute to the robust exchange of ideas on campus, and who are committed to teaching and working in a diverse environment. We strongly encourage applications from groups historically marginalized or underrepresented because of race/color, gender, religious creed, disability, national origin, veteran status or LGBTQ status. Suffolk University is especially interested in candidates who, through their training, service and experience, will contribute to the diversity and excellence of the University community.