Procurement Analyst

Procurement Analyst

The incumbent is responsible for the procurement of equipment, supplies and services required by the Health System. Duties include, but are not limited to, purchasing capital equipment (both medical and non-medical), supplies and services. Work assignments typically require development of Request for Quotations/Proposals, staffing/master agreements, scope of work, cost analysis, contract negotiations, knowledge of sources of supply with expertise in more than one commodity or market area including information technology products and services, and development of vendor and stakeholder partnerships. Responsibilities often include administration/coordination of short term projects and/or programs assignments which are often complex in nature. Perform related analytical and highly technical work, and special program/projects duties as required. Major goals include identification of cost saving opportunities and minimization of risk (potential litigation) regarding its procurement and contracting related functions. The incumbent must be highly skilled in performing analysis using various tools. The incumbent works independently and proactively with decision-making responsibility under the general direction of the buyer supervisor. Performance is measured in terms of meeting specific goals and objectives.

Duties:

• Analyzes assigned departmental requisitions, Quotes, invoices and purchase orders for appropriateness of the requests, details of the specifications, compliance with all departmental, hospital policies and procedures, and the appropriateness of the terms and conditions to determine the best method of purchase.
• Negotiate purchase orders, contract, and service agreements in support of Health System and in compliance with BUS-43 policy.
• Generate and issue purchase orders for operational and capital materials, supplies and services which include: medical products, supplies, materials, services and equipment. This includes price verification and acquiring quotes from vendors to achieve best cost/quality point.
• Works closely with and in collaboration with individual departments to ensure the appropriateness of requisitions and timeliness of deliverables.
• Generate, review, and amend master purchase, staffing, services agreements as needed in accordance with BUS-43 policy.
• Review the validity of sole source documents prior to final recommendations for awards in accordance with University policy and department procedures.
• Solicite prices verbally via telephone, facsimile, mail, in person, or by any other appropriate means.
• Approve and release or submit for supervisory/management approval in accordance with delegated authority.
• Follow-up and maintain status of procurement assignments, those in process and those that are complete. Take corrective action or recommend corrective action as appropriate in handling problem areas disclosed by status. Report problem issues to manager/management as appropriate.
• Knowledge of compliance requirements for suppliers including HIPAA Business Associate Addendum, Data Security, Certificate of Insurance, etc.
• Validate all supporting documents are in place for supplier prior to issuing service contracts and/or purchase orders. Prepare electronic purchase orders, contract and associated documents. Review final documents for compliance, accuracy, and completeness.

Required Skills:

• Interpersonal Skills: Must utilize both oral and written skills to affect action in a diplomatic manner. Must demonstrate strong communication skills.
• Creativity: Evaluate conditions of task assignments and make recommendations to improve, revise, and/or clarify current systems, procedures, and policies etc. to promote increased efficiency in assignment and department operations.
• Initiative: Foresee problems and develop ways of solving them with the least negative impact on departmental purchase requests. Act independently and proactively.
• Judgment: Ability to weigh all available information to arrive at a logical conclusion, displaying a readiness to make decisions.
• Organization: Ability to handle multiple tasks simultaneously and complete projects on time.
• Handle Pressure: Incumbent must have the ability to work under heavy pressure and produce accurate, detailed work.
• Business Skills: Incumbent must have demonstrated knowledge of Business subjects, such as Purchasing, Business Law, Economics, and Accounting, and analytical skills and demonstrated ability to apply this knowledge to the assigned tasks.
• Computer Skills: Working knowledge of computerized systems and computer generated data. Incumbent must have knowledge of and the demonstrated ability to perform the procurement function using an automated purchasing system.
• Valid Drivers License and Good Driving Record: Incumbent must travel to the different facilities and vendor locations on department/personnel business.
• Possess an advanced knowledge of Purchasing, and accepted Business practices, together with the ability to apply that knowledge.
• Thorough knowledge of standard procurement procedures and comprehensive knowledge of equipment/technical/medical/supplies, etc; equipment and services.
• Knowledge of the general marketplace and how it works.
• Ability to write specifications for highly technical, often customized high technology equipment, and contractual service agreements.
• Skill to prioritize work schedule.
• Must be able to negotiate complex service agreements in the best interest of the Medical Center.
• Must have knowledge of all federal, state and local government regulations pertaining to a variety of operations.
• Conceptual grasp of the legal and social obligations of the University relative to campus and system wide policy.
• Capability to prepare and maintain fully documented procurement/project files which reflect a thorough knowledge of established policies and procedures to meet University requirements.
• Verbal and writing skills to effectively communicate with staff and user departments.
• Maintain fully documented purchases which reflect thorough knowledge of University requirements.
• Customer relations skills and interpersonal skills sufficient to relate to diverse personalities at all levels while operating in a strong services oriented environment.
• Skill in developing and writing internal practices and instructions.
• Skill in working as part of a team; collaborating with colleagues.
• Skill in working with management to exchange ideas, information and opinions as to formulate policies and programs and/or to arrive jointly at decisions, conclusions or solutions.
• Ability to respond to project and emergency situations.
• Working knowledge of various computerized systems and computer generated data.