Facilities Management Purchaser

ABOUT WILLAMETTE UNIVERSITY:

Willamette University, founded in 1842, is a nationally-renowned private university enrolling 2800 students across five colleges. Our historic campus, adjacent to the Oregon State Capitol, hosts a distinguished undergraduate liberal arts college in Salem, Oregon. Our downtown Portland campus is home to the Pacific Northwest College of Art (PNCA). We offer a wide range of professional graduate programs, including Oregon's top-ranked MBA program, the Northwest's oldest law school, as well as MA/MFA programs at PNCA and master's degrees in data science and computer science.

Willamette University provides a high-value and comprehensive benefits package to eligible employees. Our Benefits Summary includes options for health, dental, life insurance, retirement, substantial paid time off, tuition and more. If you need assistance applying for a job or have any questions on recruitment at Willamette, please contact our HR Department, View email address on click.appcast.io or call us at View phone number on click.appcast.io.

POSITION SUMMARY

The Facilities Department at Willamette University is responsible for the daily operations, maintenance and upkeep of approximately 1.4 million square feet of academic, residential, administrative and off campus properties situated on approximately 60 acres with all the associated utilities and infrastructure.

The Facilities Management Purchaser provides centralized purchasing in support of all Facilities departments. Daily duties will primarily involve the procurement, purchasing and issuing of parts and supplies for the Facilities Maintenance team. This position also receives and distributes freight deliveries, issues and reconciles P numbers, reconciles P-Card purchase records, prices out and completes work orders. Updates and maintains all Facilities SDS and equipment warranty records. Serves as backup to Facilities office staff as required.

RESPONSIBILITIES

• Manages and encourages Facilities Management workplace expectations, valuing all persons and treating everyone with dignity and respect.
• Interacts in a professional manner with suppliers on a day to day basis.
• Responsible for sourcing and purchasing parts and materials for all Facilities departments at the best value to the University.
• Procures and arranges for the pickup or delivery of all parts, materials, and supplies used by Facilities departments on a daily, routine or ongoing basis.
• Procures and arranges for the pick up or delivery of parts, materials, furnishings and supplies for routine, special or emergency projects.
• Verifies and tracks received inventory and completes inventory reports and logs. Reconciles shipping invoices and receiving reports to ensure count accuracy. Receives, unloads, and processes deliveries. Refuses acceptance of damaged, unacceptable, or incorrect items. Troubleshoots vendor delivery issues and oversees the return process.
• Maintains accurate purchasing records. Issues P numbers and reconciles the P number log.
• Maintains records and files for effective, accurate tracking of maintenance and repairs, ensuring proper coding and monitoring of all cost and quality factors. Responsible for updating prices and materials in the Asset Planner Service Request system.
• Maintains price lists and price agreements. May write bids and specifications as needed.
• Is responsible for acquiring and keeping updated records of all SDS documents that pertain to Facilities purchases and for directing the SDS documents to the appropriate departmental personnel.
• Issues parts and materials as required. Maintains the security of parts and materials under the purchaser's control.
• Serves in a backup role for the various Facilities office staff as needed.
• May supervise a work study student in the picking-up and delivery of parts.
• If workload permits, performs other Facilities maintenance related duties as required.
• Subject to after-hours call backs.
• Performs other duties as assigned.

OTHER REQUIREMENTS

• Accountability: Ability to accept responsibility and account for actions.
• Customer Oriented: Ability to provide a high level of customer service while following company procedures.
• Detail Oriented: Ability to pay attention to the minute details of a project or task.
• Calm & Efficient: Ability to deal with emergencies in a calm and efficient manner.
• Organized: Possessing the trait of being organized or following a systematic method for tasks.
• Communication: Ability to communicate positively and effectively with a wide variety of clients in person, by phone, or in writing.

QUALIFICATIONS

Minimum

• Any combination of education and experience that provides the required knowledge, skills and abilities to perform the essential functions of the position. High school education with some college coursework preferred.
• Two years of related work experience in building construction, maintenance and custodial/housekeeping or related trades in addition to a minimum of two years' of experience in purchasing and supplying parts and materials: or equivalent experience in order to successfully perform the duties of the job.
• Proficient use of a personal computer and software programs such as Word, Excel and any other specialized applications required. Keyboarding, email and maintaining databases required. Willingness and ability to quickly learn new computer skills.
• Possess a thorough knowledge of building construction, maintenance and custodial/housekeeping related trades and be familiar with Maintenance terminology/operations.
• Excellent organizational skills and ability to manage competing priorities in order to meet deadlines.
• Ability to work in a fast paced team oriented environment.
• Must possess an understanding of accounting processes and mathematics.
• Must be able to buy selectively through the competitive bidding process. Able to estimate time and materials accurately.
• Requires considerable contact with individuals outside the University and a high level of contact with individuals within the University, and requires the interpersonal skills necessary for such contact.
• Experience with record keeping and file maintenance skills to keep accurate records of purchases, purchase orders issued, payments, warranty information, and vendor lists.
• Must have the ability to effectively interact with a variety of people in a manner that emphasizes strong customer service and portrays the University's programs, personnel, and philosophies in a positive manner.
• Knowledge of safety hazards and precautions related to building and equipment maintenance such as OSHA, Hazardous Communications, DEQ, and EPA regulations.
• Ability to negotiate skillfully in tough situations with both internal and external customers.
• Have the ability to work independently as well as establish and maintain relations with other staff, faculty and students.
• Must possess a valid Oregon driver's license and have a satisfactory driving record in order to drive university vehicles and carts.

Preferred

• Experience in and the ability to become certified in driving a forklift
• College coursework relevant to the position

Typical Work Schedule: 7:30am - 4:00pm M-F

Salary: $24.52 per hour (~$51,000 annually)

You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:

• Cover letter addressing qualifications
• Current resume

Applications will be reviewed on a rolling basis until the position is filled.

Incomplete applications will not be considered.

BACKGROUND CHECK REQUIREMENT:
All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

REASONABLE ACCOMMODATIONS STATEMENT:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

INSTRUCTIONS FOR APPLICANTS:

Please read the following carefully before beginning the online application process. To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying. Once you submit your application you will not be able to edit your application.