Purchasing Agent

Purchasing Agent

Join Our Team and Make a Difference in Higher Education! At the System Administration office at the University of Colorado, we are dedicated to building a workplace where everyone feels valued, supported, and empowered to thrive. Our office is committed to fostering a culture where employees find community, a sense of belonging, and the opportunity to contribute meaningfully to our mission and purpose. By joining our team, you'll have a direct impact on shaping the future of higher education. In addition to the Office of the Board of Regents, the University of Colorado's system administration includes 19 units that provide essential services to CU's campuses in Aurora, Boulder, Colorado Springs, and Denver, as well as the Office of the President. While not a part of any one campus, we are proud to serve in the centralized office for the University system. Together, we ensure CU continues to deliver outstanding education, groundbreaking research, and valuable service to our communities. We believe in creating an environment where the unique experiences and perspectives of everyone are embraced, enriching the work we do and the strategic outcomes we pursue. If you're passionate about making a difference, contributing to a dynamic team, and supporting a mission that matters, we encourage you to apply and be part of our journey. Learn more about CU System Administration.

Position Summary: The University of Colorado's (CU or University) Procurement Service Center (PSC) is one of the leading higher education procurement offices in the nation. The PSC supports the entire CU community, which includes four campuses and System Administration, by assisting customers with their purchasing, spend management, procure-to-pay, and travel management responsibilities. The PSC partners with CU constituents and suppliers to provide collaborative, innovative, and leading practices that deliver high quality expertise, significant value, and excellent customer service. Procurement and Sourcing, a unit within the PSC, exists to procure goods and services for the CU community, which includes four campuses and System Administration, from the right source, and at the most reasonable cost possible. Additionally, Procurement and Sourcing assures accountability, integrity, and fairness to the public and business community through the interpretation and application of federal, state, and University procurement rules and regulations. The Purchasing Agent procures goods and services in a timely manner, by specifying delivery from the right source to the right place and at a price consistent with the quality and reliability required by the user. Based on professional experience, knowledge, and using the highest ethical conduct, this position makes procurement decisions for the university community by clarifying requirements, investigating sources of supply, while interpreting and analyzing data and circumstances. The successful candidate is an effective communicator committed to delivering the highest quality customer service. They are organized and are able to multi-task. The Purchasing Agent provides procurement leadership to university departments by guiding them through the procurement process in order to obtain the best value for the university. Judgment is used in the adaptation and skilled application of guidelines to solve the full range of problems related to each procurement. This position reports to the Procurement Manager and is exempt from the State of Colorado Classified Staff system.

Where You Will Work: This role is eligible to work remotely within Colorado.

Duties and Responsibilities

Procurement of Goods and Services

• Procures services using professional judgment to determine if competition is required. Procures goods and services pursuant to the University's Procurement Rules on a competitive basis by compiling and refining solicitation specifications, researching and identifying potential sources, and preparing formal solicitation documents.
• Independently determines the most appropriate method of acquiring goods and/or services by examining and evaluating the unique elements of each request which may include estimating the value, determining delivery requirements, researching sources of supply, and accessing and employs the on-line computerized purchasing system and multiple software packages as tools in the procurement process.
• Guides and assures the integrity of all aspects of the Documented Quote (DQ) process by researching and developing the DQ documents in collaboration with the requesting department(s). May use other sourcing methods at the direction of the Procurement Manager. Interprets and analyzes responses, communicates the results, and collaborates with the department on selecting awarded supplier(s) and awards the contract.
• Interprets, explains, implements, clarifies, counsels, and advocates courses of action, and advises the single or multi-campus evaluation committee of options and consequences by employing the University of Colorado Procurement Rules, University Fiscal Rules, Federal Laws and additionally, the policies/procedures of the various CU campuses as broad guidelines.
• Analyzes sole-source, professional preference and other bidding exception requests and recommends approval or disapproval.
• Assures that the university obtains the best value by negotiating with suppliers.
• Formulates cost/price analysis based on professional purchasing experience and knowledge.

Relationship Management

• Develops and professionally handles effective relationships with suppliers and internal departments by delivering high quality service and accurate information.
• Represents the purchasing organization in meetings and/or committees with suppliers, government agencies, professional associations and other organizations.
• Operates an outreach program with the campus community by visiting departments to advise them of contracts, policies and procedures, and to distribute information.
• Disseminates professional purchasing advice to departments and suppliers by interpreting state, federal and university rules, policies, procedures, processes and financial computer systems.
• Collaborates with PSC management in developing policies, procedures, and guidelines.
• Resolves contract or purchase order conflicts with reference to quality and/or payment discrepancies working with the contracts team to interpret contract terms and conditions.

Contract Management

• Coordinates with Contract Administrator to negotiate, create and/or amend, contracts with suppliers by interpreting the position of the University and State of Colorado on specific terms,
• Applies professional judgment in the adaptation and skilled application of guidelines to solve the full range of problems related to the assignment. Anticipates and analyzes the impact and consequences of decisions.
• May develop, implement and administer university small dollar contracts, agreements and awards.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications:

• Bachelor's degree from accredited institution of higher education or equivalent professional experience (the educational requirement may be substituted for professional experience on a year for year basis).
• One (1) year of professional experience procuring goods and services.

Preferred Qualifications:

• Two (2) years of professional experience procuring goods and services.
• Professional experience in a higher education institution or other public procurement organization.
• Professional procurement certification such as CPSM or CPPB.
• Experience using Artificial Intelligence (AI)-driven solutions in support of customers and business operations

Knowledge, Skills, and Abilities:

• Knowledge of performance measures and standard contract terms and conditions.
• Collaboration skills, including the ability to work with others from different areas and backgrounds to reach a common goal
• Computer skills, including the ability to use Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.) and learn and experiment with new software and systems
• Oral, written, and listening communication skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly
• Organizational skills, including the ability to set and meet goals and deadlines, create schedules, coordinate and facilitate meetings, and make decisions
• Ability to handle multiple concurrent and opposing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness
• Ability to prioritize work, meet deadlines, and stay on task when completing special projects and daily assignments
• Ability to work independently with minimal direction and reliable professional judgment, as well as collaboratively with a team to achieve desired results
• Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed
• Ability to self-start and take initiative in completing daily tasks and special projects
• Ability to focus on activities that have the greatest impact on meeting work commitments
• Ability to establish and maintain partnerships with a variety of internal and external constituencies
• Ability to communicate and work effectively with individuals from a diverse group of backgrounds, cultures, and ages
• Ability to interpret and apply complex rules and regulations
• Ability to handle and maintain sensitive and confidential material
• Ability to be cognizant of and address details
• Analytical and problem-solving skills, including the ability to examine and summarize data and trends in order to resolve issues and produce results
• Knowledge of contractual concepts, terms, and conditions
• Ability to resolve issues and develop new ideas and initiatives that improve the performance of