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Senior Purchasing Assistant
Yale University
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Senior Purchasing Assistant
Yale University
| 1. Principal source of information at point of contact for initiation of a strategic sourcing engagement 2. Engage in in-depth, probing and fact-finding conversations to gather information and provide accurate guidance to community members 3. Gather information for a situation and articulately instructs on proper procedures. 4. Create and complete purchase requisitions in the Famis and Workday software applications. 5. Review all incoming goods and service purchase requisitions via the Famis and Workday software for appropriate supporting documents and authorizations. 6. Approve and or forward all completed purchase requisitions for final approval as needed utilizing the Famis and/or Workday software. 7. Complete all Change Order purchase requisitions requests using Famis and/or Workday software. 8. Complete all Cancel and Close purchase requisition requests in Famis and/or Workday software. 9. Scan and forward requisitions or invoices to appropriate department for review and processing. 10. Issue PO's and Mass close requisitions and PO's 11. Assume point of contact role for all Tier 2 Help desk support questions 12. Monitor and take action on all incoming documents into "Purchasing Contracts" email site 13. Resend PO when needed, due to distribution errors (incorrect fax or email) 14. Reply in a timely manner to all inquiries regarding purchase requisitions and placed orders. 15. Provide information to Yale community on selections of items available for purchase. 16. Conducts research related to item availability, payment problems, and options. 17. Contacts Supplier representatives when needed to obtain or confirm additional documentation. 18. Compiles routine statistical data and information in computer software format (ex: Microsoft Office applications such as Excel, Word, Access, etc.). 19. Promote the use of contracted or preferred vendors. 20. Assists staff with the completion and distribution of forms. Identifies and resolves errors through contact with staff and University departments. 21. Uses computer software to input and retrieve a variety of data into a variety of databases (i.e. Box accounts). 22. Merges and manipulates filing systems and data to generate complex reports. 23. Maintains records and files related to purchasing activities. 24. Performs clerical functions incidental to purchasing activities. 25. Perform other duties as required. Required Skill/ability 1: Proficiency with online systems for ordering and financials. Intermediate to advanced proficiency with MS Word, Excel and Outlook. Well-developed ability to learn and adapt quickly and proficiently to new and existing technology, policies and procedures. Required Skill/ability 2: Ability to engage in in-depth, probing and fact-finding conversations to gather information and provide accurate guidance to a community member. Excellent customer service and interpersonal skills, with the ability to interface with and provide guidance to the Yale community in a professional manner. Required Skill/ability 3: Excellent verbal and written communication skills, with strong attention to detail. Demonstrated critical thinking skills that show ability to probe deeper into requirements and issues. Ability to gather information for a situation and articulately instruct on proper procedures. Required Skill/ability 4: Demonstrated problem solving and organizational skills, with the ability to exercise good judgment, prioritize and manage competing deadlines. Ability to manage multiple queues at once, i.e. Helpdesk, Salesforce Intake Portal and Workday. Required Skill/ability 5: Excellent attendance, punctuality and reliability as attested by references. Preferred Education: Experience with purchasing contracts preferred. Prior experience with Salesforce and Workday. Work Week: Standard (M-F equal number of hours per day) Posting Position Title: Senior Administrative Assistant, Procurement University Job Title: Senior Purchasing Assistant Preferred Education, Experience and Skills: Experience with purchasing contracts preferred. Prior experience with Salesforce and Workday.
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| Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education. |
Internal Number: 94038BR
About Yale University
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.
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