at Northwestern University in Evanston, Illinois, United States
Job Description
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Job ID50586
LocationEvanston, Illinois
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Department: Facilities Mgmt EV
Salary/Grade: EXS/8
Target hiring range for this position will be between $70,017-$81,000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.
Job Summary:
This role will report to the Manager of Financial Administration. As the Supervisor of the team responsible for the purchasing of maintenance material for the Chicago and Evanston Campuses, they have oversight of the team and the purchase order life cycle. This role Supports internal customers by understanding their purchase specifications and timelines. A Fully active member of the team that routinely executes the purchasing process from request, follow up on part delivery to payment of the invoice. Key user of systems and teaches system processes that align with associated business processes. Collaborates with warehouse manager, meets with vendors and other internal colleagues to discuss terms, conditions, availability, inventory levels and pricing. Expedites orders and tracks status. Provides oversight and executes data maintenance pertaining to material hierarchy within facilities systems.
The role will support Facilities' mission and values by exhibiting the following: inclusiveness, respect, initiative, collaboration, innovation, and accountability.
Applies industry and professional standards, university policy and procedure, federal and state laws, and other regulations (as applicable).
Accounting policy & procedure
Accounts payable
Analysis
Audit
Balancing
Business continuity planning
Capital spending
Chart &/or account coding
Cost accounting
Expense reimbursement
Inventory
Procurement card program
Purchase orders
Recharge
Reconciliation
Reporting
Wire transfers
Please note: This role works in the warehouse setting and collaborates with other Facilities teams. Core hours are 7am to 3:30pm.
Supervisor provides objectives & deadlines.Work is reviewed for fulfillment of objective & deadlines & overall compliance with policy & procedures.EE completes some activities without direction, informing supervisor only of potentially controversial matters, &/or far-reaching implications.
Specific Responsibilities:
Purchasing & Supply Chain:
Meets with suppliers to evaluate usage, spend, pricing, relationship and discuss ways to streamline processes, improve service, purchase procedures.
Collaborates with other internal departments to identify and develop needs and requirements for materials, products, and acceptable substitutions
Monitor inventory levels to ensure minimum stock levels are routinely maintained
Ensure timely delivery of items and follow up with vendors on late orders
Perform planning and forecasting based on seasonality and to optimize maintenance work
Identify cost saving opportunities and ways to operate more efficiently
Keep management informed, as appropriate, regarding market conditions, lead times, and shifts in pricing for materials and services
Assists in the development of procedures, instructions, and policies to ensure stock and direct materials are available to support ongoing maintenance.
Address shop concerns, requests, and questions in a timely manner and resolve within guidelines
Analysis, Statements & Reporting:
Prepare reports on purchase activity, supplier performance, category pricing and lead time effectiveness
Consolidate information into clean and actionable reporting to monitor the progress of the team relative to key goals
Assists with monthly/quarterly/annual journal entries, reports, and statements
Provides support for annual audit work papers
Maintains, and updates financial models and analysis.
Transactions:
Engage in AP process and system to problem solve unpaid invoices, invoice discrepancies, aged open purchase orders and other accounting issues
Creates parts and specifications in Facilities Connect according to guidelinesand maintains the MRO material hierarchy
Create, manages, and troubleshoot use of Blanket POs for large suppliers
Review purchase requisitions for accuracy and completeness, collaborate with requistioner on approved supplier, assign correct account information, execute purchase order in NUfinancials, support functions in completion of the 3 way match and final closure of purchase orders
Provide financial policy interpretation to determine the validity of customer requests & ensure compliance
Provides support for internal audit... For full info follow application link.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply.
