Purchasing Analyst
Suffolk University
Boston, MA
Full-time
Analysis
Posted on May 16, 2023
Description
Suffolk University is pleased to announce a career opportunity as Purchasing Analyst. As a Purchasing Analyst within the Procurement Team, you will be responsible for most of the transactional procurement work for the University, ensuring requisitions & purchase orders are executed on time, suppliers deliver goods & services as required, and supplier invoice payments are processed accurately. Also, performing the administration of the Procurement Card program including maintaining the controls environment for cardholders and back-office processes.
Dimensions:
2,000 Purchase orders, $50 Million in expenses
155 procurement cards, $3.5 Million in expenses
Primary/Principal Responsibilities:
Suffolk University is pleased to announce a career opportunity as Purchasing Analyst. As a Purchasing Analyst within the Procurement Team, you will be responsible for most of the transactional procurement work for the University, ensuring requisitions & purchase orders are executed on time, suppliers deliver goods & services as required, and supplier invoice payments are processed accurately. Also, performing the administration of the Procurement Card program including maintaining the controls environment for cardholders and back-office processes.
Dimensions:
2,000 Purchase orders, $50 Million in expenses
155 procurement cards, $3.5 Million in expenses
Primary/Principal Responsibilities:
- Review requisitions for external vendor spend, check for accuracy, and process as appropriate
- Ensure all Purchase Orders are dispatched to suppliers on a timely basis and follow up as required to ensure they have been received, processed, and have a delivery date
- Work with suppliers to amend delivery dates on goods and services as deemed necessary by the business.
- Ensure purchase orders comply with contract terms and work to improve the efficiency of the purchase-to-pay process.
- Ensure Purchase orders pricing is accurate, and take steps internally and with suppliers to correct price deviations in advance of invoice holds
- Proactively manage supplier performance on PO commitments, delivery, and Invoice accuracy
- Ensure suppliers follow the correct procedures for submitting invoices for payment
- Resolve billing issues between the University and suppliers.
- Performs fiscal month-end, quarter-end, and year-end closing activities.
- Analyze University purchasing activity through maintenance and audit of credit card and other purchasing systems procedures and protocols.
- Keep accurate/detailed records.
- Guide internal stakeholders on policy and practices for using procurement systems; raising requisitions; committing Purchase Orders to suppliers; processing supplier invoices and utilization of the University Procurement Card.
- Work with Accounts Payable to clear any invoices on hold (matching exceptions) to ensure on-time supplier payments
- Be the Subject Matter Expert for our procurement systems (Workday and procurement card). Troubleshoot issues to resolution.
- Act as liaison between vendors and university departments.
- Use system reporting and your own analysis in Excel to drive decision-making and prioritization.
- Extract spend data from Workday and create spend reports.
- Undertake RFP/RFQ work for competitively tendered business opportunities
- Perform competitive analysis on supplier bids
- Prepare and present regular and ad-hoc purchasing recommendations to purchasing management.
- Undertake Purchasing system user acceptance testing support activities as assigned
- Perform other duties as assigned
- Ability to communicate effectively, both orally and in writing
- Ability to concentrate on detailed projects with numerous interruptions
- Ability to prioritize and coordinate multiple work requirements to meet deadlines
- Deal tactfully with difficult work situations including those with suppliers
- Knowledge of purchasing methodologies, principles, theories, processes, and practices
- Knowledge of Microsoft Office applications, Advanced MS Excel skills preferred
- Technical accounting skills
- Good analytical and numeracy skills
- Ability to identify financial issues and execute mitigating actions
- Ability to establish and maintain effective working relationships with co-workers, managers and clients
- Execute the procurement function according to the highest standards of professionalism and respect of the values, objectives and interests of Suffolk University
- Adhere to the principles of fairness, impartiality, transparency, and stewardship to avoid conflict of interest and any impropriety, and to respect and apply the University's relevant policies, rules, and procedures
- The English Language is required (min B2 level, prefer C1/C2)
- Requires a minimum of 2 years of relevant work experience in Accounting/Procurement/Buying or education in this field beyond High School or a combination of at least 2 years experience and education
- This is a hybrid position, schedule to be worked out with supervisor