Job Description Summary
This position supports purchasing/payment functions both University and MUHA. Responsible for following and understanding university and MUHA procedures required to fulfill the procurement, receipt and distribution of required goods or services. Collaborate with shops/zones coordinating preparation, sourcing and award of Request for Quotations (RFQs). Create and execute Purchase Orders consistent with university and MUHA policies. Manage payment to vendors. Ensure on-time delivery in accordance with program requirements. Buying which includes analysis of Material Requirements Planning (MRP) needs.
Entity
Medical University of South Carolina (MUSC - Univ)
Worker Type
Employee
Worker Sub-Type
Classified
Cost Center
CC000011 Administration
Pay Rate Type
Hourly
Pay Grade
University-GEN08
Pay Range
45,300.00 - 61,100.00 - 77,000.000
Scheduled Weekly Hours
40
Work Shift
Job Description
Job Summary:
Responsible for procurement functions for Business Services team including p-card and purchase orders, receipt, review and posting of external charges from work orders so billings can be performed. Performs new vendor set ups in collaboration with university and MUHA procurement departments. Monitors and provides monthly university and MUHA procurement related reporting and KPI tracking.
Job Responsibilities:
20% - REQUISITIONS/PO MANAGEMENT: Responsible for entry and management of university and MUHA requisitions as assigned by supervisor. Coordinate issuance of PO, receipt of goods/services, and ensure timely payment.
15% - INVOICE MANAGEMENT / SUPPLIER INVOICE RECEIPTS: Responsible for assisting with receipt of invoices through shared mailbox used by vendors and identify payment method (PO/SIR). Responsible for entry and payment of SIR payments to pay outstanding invoices for goods/services ordered by shops/zones not made with PO or P-Card.
15% - SOURCING/QUOTING: Responsible for obtaining quotes for shop/zones based on SOW shop/zone provides. Conduct review of quotes for responsiveness and award based on appropriate procurement rules. For awarded quotes with terms, conditions or signature coordinate Legal review with appropriate parties.
10% - COMMUNICATIONS: Communicate effectively with supervisor, Director of Business Services, other Directors, Managers, customers, vendors, and staff within the MUSC organization to optimize relationships with others.
10% - P-CARD PURCHASES: Serve as a primary P-Card holder for Business Services, responsible for making purchases for shops/zones in accordance with procurement and p-card rules. Ensure transactions are posted in p-card software by designated deadline and maintain p-card records relating to all transactions in accordance with policies. When appropriate identify opportunities for purchases that are better suited for purchase order and work with customer to transition purchase to that method.
10% - POSTING EXTERNAL CHARGES: Responsible for receipt, review and posting of external charges for work orders so external charges can be billed timely to customers that Facilities has performed work for. Work with shop/zones to facilitate resolution of issues with external charges that need additional information or corrective action before posting can be performed.
10% - REPORTING: Monthly run aging purchase order related reports for university and MUHA transactions. Communicate with university and MUHA shops/zones to identify purchase orders that need some type of action in order for PO to be paid and/or closed. Coordinate closing activities with university and MUHA procurement departments. Track and report transactional KPI’s to supervisor as assigned.
5% - NEW VENDOR SET UPS & CREDIT APPLICATIONS: Responsible for working with shops/zones, vendors, and university and MUHA procurement departments on new vendor set ups needed in order to issue a requisition/purchase order to the vendor. Responsible for coordinating credit applications from new vendors with university Finance Department and coordinate Legal review with appropriate parties.
5% - Perform other duties as requested.
Additional Job Description
Minimum Requirements: A high school diploma and three years of procurement or contracts experience. A bachelor's degree and one year of procurement or contracts experience. Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to climb stairs. (Infrequent) Ability to climb ladders. (Infrequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Continuous) Ability to work from elevated areas. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Infrequent) Ability to twist at the waist. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Possess good grip strength. Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to fully use both legs. (Continuous) Ability to reach in all directions. (Continuous) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to maintain good olfactory sensory function. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Frequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Frequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Frequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Frequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Continuous) Ability to match or discriminate between colors. (Continuous) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and understand whispered conversations at a distance of 3 feet. Ability to perform gross motor functions with frequent fine motor movements. (Continuous) Ability to work in dusty areas. (Infrequent) Ability to be qualified physically (by medical personnel) for respirator use, initially and annually. Ability to use hand/power tools. (Frequent) Additional New Requirements: Ability to obtain and maintain a valid drivers license. Computer literacy. Ability to work overtime as required.
If you like working with energetic enthusiastic individuals, you will enjoy your career with us!
The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.
Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees
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