This role will report to the Manager of Financial Administration. As the Supervisor of the team responsible for the purchasing of maintenance material for the Chicago and Evanston Campuses, they have oversight of the team and the purchase order life cycle. This role Supports internal customers by understanding their purchase specifications and timelines. A Fully active member of the team that routinely executes the purchasing process from request, follow up on part delivery to payment of the invoice. Key user of systems and teaches system processes that align with associated business processes. Collaborates with warehouse manager, meets with vendors and other internal colleagues to discuss terms, conditions, availability, inventory levels and pricing. Expedites orders and tracks status. Provides oversight and executes data maintenance pertaining to material hierarchy within facilities systems.
The role will support Facilities’ mission and values by exhibiting the following: inclusiveness, respect, initiative, collaboration, innovation, and accountability.
Applies industry and professional standards, university policy and procedure, federal and state laws, and other regulations (as applicable).
Accounting policy & procedure
Accounts payable
Analysis
Audit
Balancing
Business continuity planning
Capital spending
Chart &/or account coding
Cost accounting
Expense reimbursement
Inventory
Procurement card program
Purchase orders
Recharge
Reconciliation
Reporting
Wire transfers
Please note: This role works in the warehouse setting and collaborates with other Facilities teams. Core hours are 7am to 3:30pm.
Supervisor provides objectives & deadlines. Work is reviewed for fulfillment of objective & deadlines & overall compliance with policy & procedures. EE completes some activities without direction, informing supervisor only of potentially controversial matters, &/or far-reaching implications.
Specific Responsibilities:
Purchasing & Supply Chain:
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Meets with suppliers to evaluate usage, spend, pricing, relationship and discuss ways to streamline processes, improve service, purchase procedures.
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Collaborates with other internal departments to identify and develop needs and requirements for materials, products, and acceptable substitutions
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Monitor inventory levels to ensure minimum stock levels are routinely maintained
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Ensure timely delivery of items and follow up with vendors on late orders
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Perform planning and forecasting based on seasonality and to optimize maintenance work
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Identify cost saving opportunities and ways to operate more efficiently
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Keep management informed, as appropriate, regarding market conditions, lead times, and shifts in pricing for materials and services
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Assists in the development of procedures, instructions, and policies to ensure stock and direct materials are available to support ongoing maintenance.
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Address shop concerns, requests, and questions in a timely manner and resolve within guidelines
Analysis, Statements & Reporting:
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Prepare reports on purchase activity, supplier performance, category pricing and lead time effectiveness
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Consolidate information into clean and actionable reporting to monitor the progress of the team relative to key goals
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Assists with monthly/quarterly/annual journal entries, reports, and statements
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Provides support for annual audit work papers
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Maintains, and updates financial models and analysis.
Transactions:
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Engage in AP process and system to problem solve unpaid invoices, invoice discrepancies, aged open purchase orders and other accounting issues
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Creates parts and specifications in Facilities Connect according to guidelines and maintains the MRO material hierarchy
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Create, manages, and troubleshoot use of Blanket POs for large suppliers
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Review purchase requisitions for accuracy and completeness, collaborate with requistioner on approved supplier, assign correct account information, execute purchase order in NUfinancials, support functions in completion of the 3 way match and final closure of purchase orders
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Provide financial policy interpretation to determine the validity of customer requests & ensure compliance
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Provides support for internal audit requests
Administration:
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Processes and presents data and information through the application of database, graphic & spreadsheet software
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Obtains data by downloading from enterprise system; develops and runs queries
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Completes special financial projects
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Performs general office support activities.
Training:
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Creates and provides training on practice, procedure and policy to customers, vendors, and staff.
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Providing guidance and support to ensure high performance and productivity
Supervision:
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Supervises full time staff, temporary, part-time or work-study students
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Provides work direction to others
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Assists with hiring employees
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Conducts performance evaluations that are timely and constructive
Miscellaneous
Performs other duties as assigned.
Minimum Qualifications:
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Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree in a major such as accounting, business administration, finance, supply chain or related; OR appropriate combination of education and experience.
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4 years of procurement or other relevant experience.
Minimum Competencies: (Skills, knowledge, and abilities.)
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Excellent computer skills including proficiency in the use of spreadsheet, database, and word processing software.
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Demonstrates an understanding of financial terminology and concepts
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Demonstrates an ability to propose, test, implement and audit process improvements that add to the overall efficiency of the group.
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Demonstrates the ability to analyze large volumes of data.
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Ability to take initiative and work independently on tasks.
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Receptive to feedback, willing to learn, embracing continuous improvement;
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Helpful, respectful, approachable and team oriented. Ability to build strong working relationships and a positive work environment;
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Seeks to build collaboration by encouraging trust, mutual respect and shared purpose;
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Balances listening and talking, speaks and writes clearly and accurately, keeps others informed;
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Works effectively in an environment in which the parameters may change daily; adjusts behavior to meet the needs of different people and situations;
Preferred Qualifications:
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Working familiarity of Oracle based enterprise software (PeopleSoft) or other financial systems
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Experience with data maintenance for inventory and procurement
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Experience in procurement or pricing
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Experience vendor negotiations
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Experience in supervising staff
Preferred Competencies: (Skills, knowledge, and abilities)
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Advanced Microsoft Excel skills
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Requires strong attention to details and analytical skills to identify cost saving opportunities and ways to operate more efficiently.
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Ability to multi-task and work in a challenging fast paced environment
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Excellent written and verbal communication skills
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Exceptional customer relationship skills and the ability to establish effective working relationships in a diverse environment;
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Analytical skills including critical thinking, decision making, trouble shooting and problem solving;
Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.
Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.
Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.
Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.
The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.