Purchasing Data Analyst, Stanford University
Do you love purchasing and procuring goods? Do you want to be part of the Stanford University, Information and Analytics team in our newly created Purchasing Data Analyst position? If so, you will work in a fast-paced and dynamic environment with an eye on improving key performance targets. Working with our colleagues in payment, purchasing and campus requisition areas, our analyst will work with us to provide guidance around purchasing challenges in order to mitigate risks. For example, after compiling Requisition and PO issues and communicating guidance to users, our analyst will be a catalyst to monitor, follow-up, and provide solutions for our users. Using many years of Purchasing and Procurement operations knowledge, and in partnership with many stakeholders, our analyst will work with others to recommend clear process improvements.
Since the primary purpose of this job is to manage, review, monitor and evaluate daily purchase order exceptions, production and analytical responsibilities include:
- Monitoring purchasing lifecycle to ensure compliance with compensating controls, service level agreements (SLA), operating procedures, university policies and other regulatory requirements.
- Overseeing financial analysis and reporting of cost savings, cost structure modeling, cost analysis, TCO, and ROI requirements in support of projects, RFx events, purchasing categories, and other initiatives to ensure they are delivered cost effectively and on budget.
- Performing exception-handling duties. Managing purchase orders and electronic transactions interfaced to suppliers. Responsibility is to ensure that exceptions to normal processing in Purchasing are mitigated by effective reporting and communication plans designed with the Financial Support Center and Training and Communications to educate clients on proper actions. Escalate processing errors and unresolved transactions to management.
- Conducting data analysis and troubleshooting issues that may occur with a supplier or department timely to avoid potential rework and ordering delays.
- Serving as early warning of potential supplier issues when transmitting electronic purchase orders so that corrective actions can occur timely.
- Generating and providing operational metrics to Procurement and school/departments of purchase order exceptions by type, volume and organization. Working with FMS Consulting and Support to effectively convey relevant information to schools/departments.
Client service responsibilities consist of:
- Provide consulting advice to internal and external organizations, serve as a resource on matters that require specific technical, financial or subject matter expertise
- Refer basic customer inquiries to Financial Support Center and respond to escalated tasks from the support center per service level agreements.
- Participate in developing materials and processes for Financial Support Center. Apply good judgment in recommending subject matter for support center, with the goal of keeping Procurement focus on work that adds value via deep expertise.
- Partner with Communications and Training on providing ongoing performance support and communications and effective change management to the community (may assist development of change management plans, web content and courses, support for course delivery, materials update.)
A day in the life of our analyst could look like this:
Monitor purchasing lifecycle to ensure compliance with compensating controls, service level agreements (SLA), operating procedures, university policies and other regulatory requirements. (45%)
Oversee financial analysis and reporting of cost savings, cost structure modeling, cost analysis, TCO, and ROI requirements in support of projects, RFx events, purchasing categories, and other initiatives to ensure they are delivered cost effectively and on budget. This includes written analysis and visual interpretation of results. (20%)
Conduct data analysis to deal with exceptions across Purchasing. Analyze data to identify root cause of problems and implement mitigating procedures to address and resolve them. Present to management the summary of the issue and its resolution. (15%)
Analyze trends and identify problems or alternative courses of action to improve implementation and performance. Validate performance indicators and targets. Make recommendations for ways to improve performance and implement performance improvement in the areas managed. Collaborate with Strategic Purchasing Director to develop cost, demand, and benchmarking studies of current operations and spend categories. Analyze collected data to predict congestion, resource allocation, buying habits, market trends and other patterns. Present findings to purchasing and contracts management. (15%)
Participate in and prepare documentation for daily, weekly, monthly, quarterly internal monitoring meetings. Provide metrics data for Purchasing area monthly and as requested. (5%)
We require a customer service oriented professional with a BA or BS, plus 2-5 years of experience with Purchasing/Accounts Payable concepts, Oracle for Purchasing/AP and data analysis techniques. Skills with spreadsheets and demonstrated analytical know-how are strongly desired. Knowledge of SQL also strongly desired. Ability to communicate effectively written/orally with clients on all levels internally and externally is required. References that confirm a demonstrated analytical know-how and relationship building are key. All finalists will complete a background check.
We are not able to provide relocation or sponsorship for this position. Stanford University is an affirmative action, equal opportunity employer. Thank you for your interest!
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