Buyer

Position Summary

As an integral member of the Procurement Services Team, the Procurement Buyer fosters and maintains strong collaborative relationships with Vanderbilt's faculty, staff, and students, continually seeking innovative ways to enhance service delivery and ensure customer satisfaction. This position is pivotal to the success of a high-performing Procurement organization, driving excellence in the full procure-to-pay process and contributing to the university's strategic procurement objectives.

The Procurement Buyer is responsible for the management of purchase orders, solicitation of quotes, negotiation of terms and conditions, maintaining accurate supplier records, sourcing, and onboarding new suppliers in strict accordance with governing contracts and university policies. Acting as the primary liaison between university customers and suppliers, the Procurement Buyer ensures efficient and effective procurement transaction support. This role also involves drafting and negotiating contracts for goods and services while providing robust support to both stakeholders and Category Managers in supplier negotiations, requests for proposals, supplier performance evaluations, and contract deployment. This role is instrumental in shaping the university's procurement strategy, driving cost-effective and value-driven purchasing decisions, and contributing to the overall financial sustainability of the institution.

About the Work Unit

The Procurement team serves as the centralized point of contact for all supplier information management, procurement, and travel activities at Vanderbilt University. As part of the Division of Finance, our team is pivotal in shaping and executing the university's purchasing strategy. We collaborate closely with Payment Services to ensure seamless integration between procurement activities and supplier payments. Our team provides robust resources for sourcing, contracting, ordering, and purchase order processing, as well as managing the university's travel program. We are dedicated to sourcing top-tier suppliers to meet the diverse needs of the university, ensuring quality, compliance, and value in every purchase.

Key Functions and Expected Performance

Order Management : Efficiently process, dispatch, and manage purchase orders for goods and services, ensuring compliance with contract terms and university policies.

Supplier Relationship Management : Maintain accurate supplier records, oversee the onboarding of new suppliers, and foster strong, collaborative relationships with existing suppliers.

Contract Negotiation : Draft and negotiate contracts for goods and services, providing expert support in supplier negotiations, requests for proposals, and contract deployment.

Stakeholder Collaboration : Function as the primary liaison between university customers and suppliers, ensuring seamless procurement transaction support and effective communication of specifications and sourcing options.

Performance Monitoring : Support stakeholders and Category Managers in evaluating supplier performance, ensuring adherence to quality standards and contractual obligations.

Cost Optimization : Identify and implement cost-saving opportunities and process improvements to enhance procurement efficiency and value.

Compliance and Risk Management : Ensure all procurement activities comply with university policies, industry regulations, and best practices, mitigating risks and maintaining high ethical standards.

Sustainability and Ethical Sourcing : Promote sustainable procurement practices and ethical sourcing, ensuring that all purchasing decisions align with the university's commitment to environmental stewardship and social responsibility.

Data Analysis and Reporting : Utilize procurement software to analyze procurement data, generate reports, and support informed decision-making processes.

Customer Service Excellence : Provide exceptional service to university faculty, staff, and students, continually seeking innovative ways to enhance service delivery and ensure customer satisfaction.

Continuous Improvement : Actively seek opportunities for process improvement and capability enhancement within the Procurement Services Team and the broader Finance group.

Innovation and Risk Management : Promote a culture of innovation within the procurement function, encouraging creativity and experimentation. Identify, assess, and mitigate risks associated with procurement activities to ensure sustainable and resilient supply chains.

Supervisory Relationships

This position does not have regular supervisory responsibility. This position reports to the Senior Manager of Procurement Operations.

Education and Certifications

Bachelor's degree in Business Administration or a related field, or an equivalent combination of education and relevant procurement experience (e.g., five years of progressive procurement experience in lieu of a degree).

Certified Purchasing Manager (CPM) or other purchasing professional certification (preferred).

Experience and Skills

A minimum of 2+ years of purchasing experience in a complex organization, demonstrating a thorough understanding of procurement processes and best practices.

Proven attention to detail and a highly organized work style, ensuring accuracy and efficiency in all procurement activities.

Strong interpersonal skills with the ability to develop and maintain effective relationships with stakeholders, suppliers, and cross-functional teams.

Excellent written and verbal communication skills, with the ability to articulate procurement strategies and requirements clearly and persuasively.

Experience with electronic purchasing systems and eProcurement platforms, with a preference for proficiency in Oracle Cloud Procurement and Contract Management.

Strong technical skills, with proficiency in procurement software and eProcurement platforms, such as Oracle Cloud Procurement.

Advanced analytical skills, with the ability to interpret procurement data, generate insights, and support strategic decision-making.

Demonstrated ability to manage orders funded by federal, state, or private grants, ensuring compliance with relevant regulations and guidelines.

Capability to challenge existing systems, processes, and people to facilitate optimal outcomes and drive continuous improvement.

Ability to connect people, ideas, processes, and issues to foster innovative solutions and improvements.

Openness to change, adaptability, and the ability to work effectively in a variety of situations, both independently and within teams.

Experience in building and maintaining effective working relationships with a diverse range of individuals, understanding their needs and goals.

Ability to foster creativity and experimentation, taking calculated risks, celebrating successes, and learning from failures.

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