Purchasing Associate

Overview Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process. Job Category: University Staff Employment Type: Regular Job Profile: Procurement Assistant Job Summary The Purchasing Associate is a member of the Division of Facilities Planning & Management (FP&M), Department of Physical Plant in the Stores operational area at the University of Wisconsin–Madison. The Purchasing Associate coordinates and manages procurement activities in support of departmental operations, ensuring timely acquisition of goods and services while maintaining compliance with university policies, state regulations, and established procurement procedures. This role serves as a liaison between internal departments, suppliers, and stakeholders to support operational efficiency, inventory management, and strategic purchasing initiatives. The Purchasing Associate exercises independent judgment in evaluating vendor options, analyzing pricing and product availability, and identifying cost-effective purchasing solutions. Responsibilities include processing purchase requests, obtaining quotes, managing supplier relationships, monitoring order status, resolving procurement issues, and maintaining accurate purchasing records. This position may assist with contract coordination, inventory oversight, invoice reconciliation, and continuous process improvement efforts. A qualified candidate will have strong organizational skills, attention to detail, communication abilities, and knowledge of procurement systems. Ongoing/Renewable The work schedule is flexible and will be determined at the time of hire. Hours are generally Monday through Friday, typically within the hours of 6:00 AM to 5:00 PM. Occasional nights, weekends and holidays may be required for this position. Key Job Responsibilities Enters purchase orders and supplier information into the financial system of record in compliance with established standards and appropriate segregation of duties Maintains and files records in compliance with regulatory requirements Assists purchasing agents, buyers, and procurement specialists with editing and preparation of service agreements and one-time purchasing agreements using established forms and templates Provides responses to questions from internal and external stakeholders Manages requisition-to-purchase order process including dissemination to suppliers and changes resulting in changes to financial encumbrances Prepares and monitors release of and responses to all types of solicitations Creates and maintains library of purchasing-related forms and templates Department Division of Facilities Planning & Management (FP&M), Physical Plant, Stores. Stores serves as a resource to the Physical Plant by assisting in the process of providing excellent building services to campus and is responsible for the procurement of services and materials used by the Physical Plant Shops, Operations, and Power Plant staff for general maintenance, departmental requests, and small projects. The Physical Plant is a department within FP&M on the UW–Madison campus. FP&M is a full-spectrum service organization that builds, maintains, and operates the physical environment of UW–Madison in the university's education, research, and outreach activities. Compensation $23.00 hourly minimum. The minimum rate for this position is $23.00, but it is negotiable based on experience and qualifications. This position offers a comprehensive benefits package, including generous paid time off, health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please see University Staff Benefits Summary. Required Qualifications Experience working with suppliers, vendors, or distribution channels in a procurement or operational environment Knowledge of purchasing systems, inventory processes, and procurement best practices Strong analytical, organizational, and problem-solving skills Ability to manage multiple priorities in a fast-paced environment Preferred Qualifications Experience working within large institutional government or higher education settings Previous purchasing, procurement, customer service, or related administrative experience is preferred Education High School Diploma Preferred; or equivalent How to Apply To begin the application process, click the "Apply" button. There is only one attachment field; you must upload all documents in the attachment field, either as one combined document or as separate documents. We are eager to learn more about how your experience may align with this position. The following is required for your application to be considered complete: a cover letter describing how your experience relates to the listed qualifications, and a resume detailing your educational and professional background. The search committee will review all application materials after the posted deadline. We will notify selected applicants to participate further in the selection process. References will be requested of final candidates. All applicants will be notified after the search is complete and a candidate has been selected. Please note that successful applicants are responsible for ensuring their eligibility to work in the United States on or before the effective date of appointment. Contact Information Passion Malotky, View phone number on click.appcast.io, View email address on click.appcast.io Relay Access (WTRS): 7-1-1. See RELAY_SERVICE information Diversity and Equal Opportunity Diversity is a source of strength, creativity, and innovation for UW–Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. The University of Wisconsin–Madison is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. For more information regarding applicant and employee rights, visit the Human Resources Workplace Poster website. To request a disability or pregnancy-related accommodation for any step in the hiring process, please contact the Divisional Disability Representative. Employment may require a criminal background check and references to answer questions regarding misconduct, including sexual violence and sexual harassment. The UW System will not reveal the identities of applicants who request confidentiality except that the identity of the successful candidate will be released, per Wis. Stat. sec. 19.36(7). The Annual Security and Fire Safety Report contains campus safety and other information; UW–Madison will provide a paper copy upon request. #J-18808-Ljbffr