Purchasing Specialist

About the Opportunity

Job Summary :

The Purchasing Specialist serves as the primary point person and subject matter expert on the procure-to-pay and contract processes for research and departmental operations in the Department of Electrical and Computer Engineering. This position is responsible for managing the process, facilitating, and executing research and departmental purchases with a high level of accuracy and customer service while ensuring compliance with university and grant policies. The role involves comprehensive procurement support including contract negotiation, vendor management, student travel and reimbursement oversight, and front desk / shipment coordination to ensure proper three-way matching for orders and distribution of packages. The Purchasing Specialist will partner with the post-award management team, analyze purchasing data to identify efficiency improvements, and provide essential administrative support and customer service to over 119 faculty members and the student population.

This position is hybrid with the expectation of in-person presence 3 days per week and 2 days remote. During in-office days, the Purchasing Specialist will provide front desk coverage to effectively manage shipment receiving and support departmental operations.

Minimum Qualifications :

Bachelor's degree required (Associate's degree considered with significant relevant experience)

Minimum of two years of financial operations and purchasing experience

Strong knowledge of procurement processes and grant compliance preferred

Excellent organizational, analytical, and interpersonal skills with aptitude for accuracy and detailed work

Ability to prioritize work and multitask with efficiency in both independent and team environments

Must stay current with regulatory requirements and institutional policies / procedures

High level of customer service orientation and ability to handle sensitive financial information confidentially

Desktop software application skills required : web browsers, Adobe, Microsoft Teams, Excel, Outlook

Experience with Workday Finance, Jaeggaer / IntelliBUY+, Concur, Smartsheet, and Airtable desired

Key Responsibilities :

Research & Department Procurement Management (60%)

Serves as primary point person for procure-to-pay and contract processes for ECE department research and departmental purchases.

Processes and facilitates faculty research purchasing requests with high accuracy and customer service.

Partners with post-award management team to ensure purchases comply with funding source requirements.

Creates and maintains documentation for existing and new procurement workflows. Manages purchase orders and contracts from initiation to completion.

Serves as a liaison between Office of General Counsel and faculty for contract tracking and filing.

Negotiates directly with vendors, manages quotes, and coordinates contract processes. Analyzes purchasing data to identify trends and implement process improvements.

Reviews departmental purchasing requests from staff and routes requests through proper approval processes. Manages capstone and lab budgets and ordering. Trains faculty and staff on procurement processes, timelines, and compliance.

Student Financial Support & Reimbursement Management (20%)

Manages reimbursement processes in Concur for PhD students and external visitors in compliance with university and grant guidelines.

Oversees review and approval of student Concur report submissions.

Conducts travel report audits for students to ensure compliance with institutional policies and funding restrictions.

Troubleshoots student reimbursement concerns and serves as a primary contact for escalating student financial issues to ensure timely resolution.

Coordinates with College post-award team, NU-RES, and accounts payable as needed.

Performs monthly Concur reconciliations and maintains accounting files for audit compliance.

Analyzes and resolves financial discrepancies related to student travel and reimbursements. Creates purchasing orders ensuring grant-funded orders have proper authorization.

Coordinates with post-award team and faculty on delinquent Concur report submissions; help faculty with issue resolution and ensure proper and timely resubmissions of delinquent reports.

Shipment Management & Front Desk Support (20%)

Manage shipment receiving and coordinate three-way matching for purchase orders

Oversee mail intake and distribution in coordination with department staff

Track deliveries and ensure proper documentation for procurement compliance

Coordinate with vendors on delivery schedules and resolve shipping discrepancies

Provides front desk coverage during in-office days in coordination with the Special Assistant & Project Manager and other purchasing staff, supporting students, faculty, staff, and visitors.

Monitors front desk traffic and assists with package distribution to faculty members.

Works collaboratively with department staff to support the broader departmental community.

Provides support for other administrative and faculty support tasks for the department as needed. Supports other department projects as assigned.

Documents Required : Resume

Cover Letter

Position Type

Finance