Assistant Contract Specialist
Facility: University of Maryland Medical Center
Employment Type: Full Time
Location: Baltimore, MD Shift/Schedule: DAY
Department: UMH: FAC PRJECT MGMT
Posted FTE: 1.0
Job Posting Category: Professionals
Hours of Work: m-f, 8:30-5:00
Job ID #: 44820
Benefits Eligible: Yes
Minimum Education: High School diploma or equivalent
License/Cert Required: Not Indicated
Minimum Experience: 2 years in Purchasing functions and admin support
Specialty Type: Not Applicable
What You Will Do:
I. General Summary
Under general supervision, performs procurement and contracting support activities for Engineering Services. This position is required to adhere to corporate policies, provide exemplary customer-focused support, review departmental requests to purchase, ensure pricing is reasonable and competitive and issue purchase orders in a timely fashion. In addition, provides a variety of clerical and administrative services to the Engineering Services Department. This is a “matrix” position with dual reporting relationships as follows: Providing operational support to the Director of Procurement Services - Corporate and the Facilities Program Coordinator who are responsible for establishing work assignments, priority setting, workload planning, approval of work performance and other related issues.
II. Principal Responsibilities and Tasks
The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
1. Purchase Order Process:
A. Reviews requests to purchase requisitions for appropriateness and action and issues purchase orders in accordance with the “due date” on the requisition.
B. Communicates with internal customers and vendors to minimize any supply chain or other disruptions.
C. Contacts vendors/suppliers to research product information, determine scope of project, verify costs and determine service availability, unit of measures and delivery/installation dates.
D. Updates the Item Table in Pathways Material Management (PMM) when vendor pricing, pricing terms and vendor and/or products change.
E. Updates the Vendor Table in PMM to add/delete vendors.
F. Reviews and closes out purchase orders or lines on a purchase order as required.
G. Manages the use of creating “draft” purchase orders and ensures that such orders are cleared within five (5) business days.
H. Secures proposals from vendors for competitive pricing, installation, delivery dates, warranties, shipping terms, etc.
I. Assists departments when products, goods and/or services need adjustments.
2. Generates and distributes invoice status reports and resolves discrepant invoice issues in a timely manner consistent with corporate contracting administration and organizational policy by working with Accounts Payable, Receiving, Finance, the requesting department and the vendor.
3. Prepares cost/benefit pricing analysis and other reports as required. Works with various procurement organizations such as MD Buyline and Novation to ensure best pricing.
4. Administrative Support
A. Prepares charts, tables, various reports and correspondence accurately and timely for review and approval of supervisory and/or professional staff in accordance with department procedures and generally accepted secretarial practices. Proofreads typed materials, makes corrections and recommends changes. Photocopies various materials as necessary.
B. Answers telephone, screens calls, takes messages and provides information promptly, courteously and accurately in accordance with established policies and procedures.
Demonstrates and observes UMMS guest relations practices when answering telephone and in-person inquiries or providing information to patients, visitors and staff.
C. Performs data gathering/information retrieval activities, compiles or otherwise assembles into usable format for use by supervisor; prepares memorandum and/or summaries of data as needed.
D. Maintains calendars for meetings, travel; arranges appointments, interviews and meetings for department staff as requested. Assists with the preparation of materials, agendas, notes, handouts and various materials.
E. Maintains various departmental manuals and computerized files in accordance with department procedures for The Joint Commission recordkeeping requirements. Assists staff members in setting up office recordkeeping systems.
F. Orders office and/or clinical supplies as requested. Assists in care and maintenance of department office equipment.
G. Opens, sorts and distributes incoming and outgoing mail as needed; prioritizes mail for
department staff as appropriate.
What You Need to Be Successful:
III. Education and Experience
1. High school diploma or equivalent (GED) is required. Associate’s degree in General Business is preferred.
2. Two years of work experience in a Purchasing function working with purchase orders, accounts payable, receiving departments, vendors and customers. In addition, two years work experience in an administrative support role (may be concurrent with purchasing experience) is required.
IV. Knowledge, Skills and Abilities
1. Experience/knowledge of bid/pricing solicitation practices is required.
2. Experience using various spreadsheet software packages such as Microsoft Office Suite, and an electronic calendar and a computerized purchasing system is preferred.
3. Ability to gather information for Medical System personnel on products, vendors, etc.
4. Basic knowledge of and experience reviewing contracts and their related specifications.
5. Demonstrated ability to perform cost benefit comparisons and analysis to determine the true cost of goods and services.
6. Knowledge of various office equipment, such as photocopier, fax machine and personal computer.
7. Ability to work in a multi-task environment.
8. Highly effective written and verbal communications skills are required to interact with various internal and external personnel to clarify information.
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.
Facility: University of Maryland Medical Center
Employment Type: Full Time
Location: Baltimore, MD Shift/Schedule: DAY
Department: UMH: FAC PRJECT MGMT
Posted FTE: 1.0
Job Posting Category: Professionals
Hours of Work: m-f, 8:30-5:00
Job ID #: 44820
Benefits Eligible: Yes
Minimum Education: High School diploma or equivalent
License/Cert Required: Not Indicated
Minimum Experience: 2 years in Purchasing functions and admin support
Specialty Type: Not Applicable
What You Will Do:
I. General Summary
Under general supervision, performs procurement and contracting support activities for Engineering Services. This position is required to adhere to corporate policies, provide exemplary customer-focused support, review departmental requests to purchase, ensure pricing is reasonable and competitive and issue purchase orders in a timely fashion. In addition, provides a variety of clerical and administrative services to the Engineering Services Department. This is a “matrix” position with dual reporting relationships as follows: Providing operational support to the Director of Procurement Services - Corporate and the Facilities Program Coordinator who are responsible for establishing work assignments, priority setting, workload planning, approval of work performance and other related issues.
II. Principal Responsibilities and Tasks
The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
1. Purchase Order Process:
A. Reviews requests to purchase requisitions for appropriateness and action and issues purchase orders in accordance with the “due date” on the requisition.
B. Communicates with internal customers and vendors to minimize any supply chain or other disruptions.
C. Contacts vendors/suppliers to research product information, determine scope of project, verify costs and determine service availability, unit of measures and delivery/installation dates.
D. Updates the Item Table in Pathways Material Management (PMM) when vendor pricing, pricing terms and vendor and/or products change.
E. Updates the Vendor Table in PMM to add/delete vendors.
F. Reviews and closes out purchase orders or lines on a purchase order as required.
G. Manages the use of creating “draft” purchase orders and ensures that such orders are cleared within five (5) business days.
H. Secures proposals from vendors for competitive pricing, installation, delivery dates, warranties, shipping terms, etc.
I. Assists departments when products, goods and/or services need adjustments.
2. Generates and distributes invoice status reports and resolves discrepant invoice issues in a timely manner consistent with corporate contracting administration and organizational policy by working with Accounts Payable, Receiving, Finance, the requesting department and the vendor.
3. Prepares cost/benefit pricing analysis and other reports as required. Works with various procurement organizations such as MD Buyline and Novation to ensure best pricing.
4. Administrative Support
A. Prepares charts, tables, various reports and correspondence accurately and timely for review and approval of supervisory and/or professional staff in accordance with department procedures and generally accepted secretarial practices. Proofreads typed materials, makes corrections and recommends changes. Photocopies various materials as necessary.
B. Answers telephone, screens calls, takes messages and provides information promptly, courteously and accurately in accordance with established policies and procedures.
Demonstrates and observes UMMS guest relations practices when answering telephone and in-person inquiries or providing information to patients, visitors and staff.
C. Performs data gathering/information retrieval activities, compiles or otherwise assembles into usable format for use by supervisor; prepares memorandum and/or summaries of data as needed.
D. Maintains calendars for meetings, travel; arranges appointments, interviews and meetings for department staff as requested. Assists with the preparation of materials, agendas, notes, handouts and various materials.
E. Maintains various departmental manuals and computerized files in accordance with department procedures for The Joint Commission recordkeeping requirements. Assists staff members in setting up office recordkeeping systems.
F. Orders office and/or clinical supplies as requested. Assists in care and maintenance of department office equipment.
G. Opens, sorts and distributes incoming and outgoing mail as needed; prioritizes mail for
department staff as appropriate.
What You Need to Be Successful:
III. Education and Experience
1. High school diploma or equivalent (GED) is required. Associate’s degree in General Business is preferred.
2. Two years of work experience in a Purchasing function working with purchase orders, accounts payable, receiving departments, vendors and customers. In addition, two years work experience in an administrative support role (may be concurrent with purchasing experience) is required.
IV. Knowledge, Skills and Abilities
1. Experience/knowledge of bid/pricing solicitation practices is required.
2. Experience using various spreadsheet software packages such as Microsoft Office Suite, and an electronic calendar and a computerized purchasing system is preferred.
3. Ability to gather information for Medical System personnel on products, vendors, etc.
4. Basic knowledge of and experience reviewing contracts and their related specifications.
5. Demonstrated ability to perform cost benefit comparisons and analysis to determine the true cost of goods and services.
6. Knowledge of various office equipment, such as photocopier, fax machine and personal computer.
7. Ability to work in a multi-task environment.
8. Highly effective written and verbal communications skills are required to interact with various internal and external personnel to clarify information.
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.