Procurement Contracts Expeditor
Case Western Reserve University - Cleveland, OH

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POSITION OBJECTIVE

Provide timely review and execution of all legal and business terms with both vendors and end users to resolution on all templated and non-templated Purchasing related contracts. Serve as primary liaison with Office of General Counsel on expediting all Purchasing related contract matters.

ESSENTIAL FUNCTIONS

  • Directly responsible in a leadership position to solicit, review and execute legal and business reviews on all Purchasing related contracts in a timely manner while maintaining outstanding customer service.
  • Market and promote said agreements and compliance within the university community to include developing and maintaining recommended processes, procedures, documentation and training
  • Maintain knowledge of all applicable federal, state and, local regulations governing purchases and contracts. Actively seek and implement creative contract processes and procedures from outside sources to provide the “Best of Class” Purchasing experience for the end user.
  • Develop and maintain transparent contract tracking mechanisms and routine analytics of contract activities.
  • Direct goods and service performance for those prime vendors identified as high end commodities under scope of responsibility (i.e., Independent Contractors, Artists, Photographers, Web Design, Marketing, etc) and promote said goods and services within the university community to include developing and maintaining online relationships with these primary vendors.
  • Provide leadership in the development of strategic partnerships with vendors for best price, value added products and services.
  • Directly oversee, responsible for, approve all university Independent Contractor Agreements including both business, and individual, Artist Agreements, Consulting Agreements, Creative Services Agreements, etc.
  • Analyze all said contracts against IRS 20 guidelines in determining if the scope of work and services is actually an Independent Contractor or an employee of the university.
  • Analyze all said contracts to determine if the service can be provided within the university.
  • Work closely with Human Resources and General Counsel on non-standard issues.
  • Work closely with user departments on the expeditious and accurate submission of said contracts.
  • Provide oversight and follow through on payment of all fees due related to Independent Contract Agreements.
  • Negotiate best pricing and procedural processes with vendors on an ongoing basis.
  • Help to develop internal controls, identify off standard vendor or customer situations and recommend corrective action.
  • Resolve customer problems with vendors/suppliers.
  • Provide expertise on special requests.
  • Investigate and analyze new lines of products and recommend vendor suppliers.
  • Serve as resource to buyer service representative in contract capacity.
  • Serving as a buyer service representative, responsible for the purchase and control of all product lines/ commodities within delegated scope.
  • Bid the best pricing for products based on quality standards within Case guidelines.
  • Act as primary liaison between Case and specified vendors to monitor performance, pricing structure and updates, quality of goods and services, and delivery/receipt of said product.
  • Use legal templates as defined by the university office of General Counsel, execute standard contracts within scope of responsibility.
  • Develop and maintain PeopleSoft skills, assisting customers as needed on minor PeopleSoft questions, and use procedures outlined by the department PeopleSoft coordinator within scope of the assigned commodity.
  • Establish and maintain professional, ethical vendor relationships within specified realm of responsibility.
  • Maintain all documentation in compliance with “Best Practices” and Internal Audit procedures of quotes, vendor profiles, cost savings documentation, receipts, reports, etc.
  • Exhibit use of proactive measures within scope of job responsibilities.
  • Establish and maintain effective communication within the department, as well as, university-wide and with outside agencies.
  • Maintain highly confidential information on staff, departments, and budgets.


  • NONESSENTIAL FUNCTIONS:

    Perform other duties as assigned.

    CONTACTS

    Department: Daily contact with university executive leadership.

    University: Daily contact with faculty and staff.

    External: Daily contact with outside agencies and representatives to negotiate legal and business terms, exchange information, negotiate best pricing and procedural processes, and resolve customer problems.

    Students: Little or no contact with students.

    SUPERVISORY RESPONSIBILITY

    This position has no direct supervision of staff employees but serves as leader in all contract and business term negotiations

    QUALIFICATIONS

    Experience: 5 years professional and primary buyer experience required. 2 years successful experience in contract review, vendor negotiation, strategic sourcing, and commodity management. 1 year experience in Independent Contractor contract coordination preferred. Academic experience preferred.

    Education/licensing: Bachelor’s degree in related field required. CPM or CPSM preferred.

    REQUIRED SKILLS

  • Excellent analytical and technical skill set
  • Excellent customer focused mindset
  • Excellent verbal and written communication skills
  • Outstanding functional creativity and progressive business mindset
  • Outstanding organizational skills
  • Ability to work under pressure and meet deadlines
  • Individual must be mature, professional and discreet
  • Individual must be highly motivated, energetic and positive with the ability to adapt quickly to changing priorities
  • Must possess knowledge of general accounting principles
  • Knowledge of supply chain and operational analysis, accounting principles, and analytical model development required.
  • Work closely and communicate effectively with all of the varied disciplines both internal and external to the university.
  • Must be able to communicate, promote, and gain consensus on all group decisions.
  • Organizational skills mandatory.
  • Ability to work under pressure and meet deadlines.
  • Proven ability to pay close attention to detail; excellent planning, organizational, and coordination skills.
  • Ability to effectively communicate clearly both verbally and in writing; excellent grammar skills required.
  • Excellent interpersonal and organizational skills required.
  • Must execute multiple initiatives with minimal oversight and make decisions based on general guidelines; ensure critical reporting deadlines are met.
  • Knowledge of office procedures and protocol.
  • Computer spreadsheet and word processing skills required


  • WORKING CONDITIONS

    Typical office environment.

    Diversity Statement

    In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

    Reasonable Accommodations

    Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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