Sourcing Specialist - 996847

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Primary Purpose:

Provides critical “behind the scenes” support for university-wide sourcing operations by maintaining the vendor database, assisting with procurement research, and supporting sourcing activities to ensure efficiency, data integrity, and operational excellence. This role will support all administrative day-to-day sourcing functions to ensure a streamlined, efficient and effective process flow.

Job Category: Exempt

Hiring Range:  $58,000

Pay Basis:  Annually

Subject to Grant Funding?   

Essential Job Functions: 

1. Analyzes market and business needs to develop and implement sourcing strategies that align with project goals and spend categories, ensuring outcomes meet service level expectations and maintain data accuracy and completeness.

2. Manages the central vendor database by processing registrations, updating vendor records, and ensuring accurate setup of sourcing templates, supplier profiles, contracts, scorecards, and performance metrics. Validates vendor capabilities and financial stability, conducts performance reviews, generates reports, and assists in resolving vendor-related issues or disputes.

3. Provides research assistance to Procurement Specialists during various phases of the sourcing process, including but not limited to market research, supplier identification, and gathering preliminary vendor capability information.

4. Supports Procurement Specialists in the administrative and operational tasks throughout the sourcing lifecycle, such as preparing sourcing event documentation, organizing bid materials, and tracking supplier responses and submission deadlines.

5. Creates, maintains and organizes a centralized document library within the Ariba Sourcing module, including sourcing templates tailored to various event types, contracts, and other procurement-related documentation.

6. Acts as a point of contact for basic vendor inquiries related to registration and information updates, liaising with vendors to gather necessary documentation and ensure profiles are current, as directed.

7. Aids in tracking the status of sourcing projects and assists with maintaining records pertaining to sourcing activities as required by law and university policy.

8. Works collaboratively with Procurement Specialists, other team members and clients to understand business requirements and provide effective "behind the scenes" support for sourcing requests.

9. Publishes sourcing events to various websites as applicable to local, state and federal acquisition regulations.

10. Promotes and encourages the participation of diverse suppliers in sourcing events.

11. Ensures strategic sourcing agreements have favorable pricing, terms, conditions.

12. Coordinates the review of proposed contracts with respect to financial terms, service terms, university liability, alignment with deliverables, project goals, and conformance with university policies and applicable legal requirements.

13. Utilizes technology to conduct online bidding events, manages awards, and executes contracts and supplier responses through integrated contract management software.

14. Manages project timelines in accordance with RFP commitments and documented service level agreement.

15. Maintains, archives, and purges records pertaining to sourcing activities as required by law, university policy and other regulatory agencies.

16. Contributes to the continuous improvement of sourcing support processes and tools.

17. Completes other projects as assigned.

18. Performs other duties as assigned or required.

Job Requirements: 

Required Knowledge, Skills, & Abilities: Knowledge:
1. Knowledge of sourcing techniques and sound judgment in determining the most suitable method for each procurement situation.
2. Proficient knowledge of spreadsheet preparation for data analysis, presentations, and project management purposes.
3. Advanced knowledge of MS Office Suite (Outlook, Word and Excel and PowerPoint).
4. Customer and Personal Service - General knowledge of principles/processes for providing customer and personal services. This includes needs assessment, meeting quality standards for services, and evaluation of user satisfaction.
5. English Language - Thorough knowledge of the structure/content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Skills:
1. Skilled in organizing tasks, facilitating meetings, and making effective decisions.
2. Critical Thinking - Proficient skills in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
3. Judgment/Decision Making – Proficient skills in considering the relative costs and benefits of potential actions to choose the appropriate one.
4. Speaking - Proficient skills in talking to others to convey information effectively.
5. Active Listening – Proficient skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
6. Complex Problem Solving - Proficient skills in identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
7. Reading Comprehension - Advanced understanding of written sentences and paragraphs in work-related documents.
8. Writing - Advanced skills in communicating effectively in writing as appropriate for the needs of the audience.

Abilities:
1. Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
2. Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
3. Written Comprehension - The ability to read and understand information and ideas in writing so others will understand.
4. Written Expression - The ability to communicate information and ideas in writing so others will understand.
5. Ability to effectively present strategies and progress updates to clients, stakeholders, and senior leadership.
6. Ability to build and maintain positive working relationships through effective communication, active listening, empathy, and collaboration with individuals at all levels.
7. Ability to work with both internal departments and outside organizations to achieve project goals.
8. Ability to understand and follow detailed university, state, and federal rules that govern purchasing and contracts.
9. Ability to analyze problems, identify and consider potential solutions and make timely recommendations.
10. Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong.
11. Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense.
12. Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
13. Speech Clarity — The ability to speak clearly so others can understand you.
14. Fluency of Ideas — The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).
15. Written Comprehension — The ability to read/understand information and ideas presented in writing.

Physical Requirements and Working Conditions:
1. Speech Recognition - Must be able to identify and understand the speech of another person.
2. Speech Clarity - Must be able to speak clearly so others can understand you.
3. Near Vision - Must be able to see details at close range (within a few feet of the observer).
4. May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties.
5. May be required to accomplish job duties using various types of equipment/supplies, to include but not limited to pens, pencils, mobile devices, and computer keyboards.
6. May be required to work nights or weekends.

Required Certifications/Licensures: 

Required Education: High School Diploma or Equivalent

Major (if required: 

Required Experience: High School Diploma and minimum six (6) years' experience in strategic sourcing, vendor data management, and/or procurement, in a business environment,

- OR-

Associate's Degree and minimum four (4) years' experience strategic sourcing, vendor data management, and/or procurement, in a business environment,

- OR-

Bachelor's Degree and a minimum of two (2) years' experience in strategic sourcing, vendor data management, and/or procurement, in a business environment.

Preferred Qualifications: 

1. Bachelor's degree in Business Administration, Supply Chain, Information Management, or a closely related field.

2. Experience with ARIBA, both Buyer and Sourcing modules.

3. At least one of the following certifications:
• NIGP Certified Procurement Professional (NIGP-CPP)
• Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO)
• Certified Professional in Supply Management (CPSM)
4. Knowledge of Technology, Audio Visual, Construction, Physical Plant, and MRO supplies and services.

5. Knowledge of Public Procurement, State and Federal acquisition regulations (FAR and DFARS Supplement) and OMB Uniform Guidelines

Is this a safety sensitive position? No  

Background Screening Required?  No  

Pre-Employment Conditions: 

Sensitivity Disclaimer: Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.

NSU considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.