Purchasing Agent

Colorado School Of Mines
$100,000 and contracts up to $50,000.
paid holidays, retirement plan
United States, Colorado, Golden
Jan 05, 2025
Purchasing Agent Posting Number: JR105850 Location: Colorado Engineering a world of possibilities Mines Procurement team is seeking their next Purchasing Agent! In this role you'll be responsible for the procurement of materials, supplies, equipment, and services that will meet Mines' needs and comply with regulatory guidelines, accepted purchasing principles, and University policies. In this role, you'll prepare detailed bid specifications for commodities and services requested by University departments and reviews vendor responses to solicitations. You will also acts as a subject matter expert regarding purchasing procedures that must be interpreted for departments and vendors. This is a hybrid work environment, in accordance with Mines Flexible Workplace Policy. The purchasing office at Mines is a small and collaborative team of agents, analysts, and leaders. The successful candidate for this role will demonstrate the ability to navigate complex procurements, have knowledge and comprehensive understanding of theories, principles, and best practices of purchasing and strategic procurement. The ideal candidate is an adaptable and flexible problem-solver who builds and maintains relationships across the institution. If this sounds like you, and you have excellent attention to detail and time management skills, please apply today! Key functions of the position include: Manage and administer University purchase requests. Including intake of initial purchasing needs, obtaining appropriate pre-approvals, ensuring vendor information is up to date, and negotiation of applicable terms and conditions (e.g., Purchase Order terms and conditions, contracts). Approve purchase orders up to $100,000 and contracts up to $50,000. Issue and administer competitive solicitations. Use and implement Workday and other systems used by the department, and assist in process reengineering, including providing training on the procurement process. Specific Responsibilities Include: Manage and administer University purchase requests, intake initial purchasing need, obtain appropriate pre-approvals, ensure vendor information is up to date, negotiate applicable terms and conditions, and approve purchase orders up to $100,000 and contracts up to $50,000. Serve as intake person for purchasing needs for specific departments, as assigned. Interpret and analyze needs, specifications, data and circumstances, as well as, clarify purchasing party's requirements and determine the appropriate procurement process applicable to the specific purchasing need. Ensure appropriate pre-approvals are obtained (e.g., department head, center) and obtain quotes from vendors, as necessary. Ensure vendor information is up to date in Workday and assist with obtaining documents required to update vendor information (e.g., W-9), as necessary. Review purchase requests, change order requests, contract requests, vendor agreements, modifications to existing terms and conditions/contracts for various factors including fiscal responsibility and urgency. Coordinate review of funding source(s) to ensure purchase is allowable and if adequate funds are available. Create electronic purchase requisition and upload supporting documents to appropriate system. Process approved purchase requisition documents into purchase commitment documents (up to $100,000 for encumbrance documents and up to $50,000 for contracts). Using delegated authority, negotiate or clarify terms, price, delivery and specifications and provide professional purchasing expertise, counsel and assistance to University faculty, staff and students. Develop effective working relationships with internal customers and fund approvers and resolve internal customer and vendor complaints, claims, and disputes. Prepare and administer contracts. Develop a strong understanding of the substance of contracts being processed and summarize business risks associated with the contracts. Identify best practices for procurement functions by reviewing and analyzing the practices of other State Agencies and/or Institutions of Higher Education. Attend statewide trainings and meetings (e.g., PAC meeting, CCIT meeting) as a representative of Mines Procurement Services. Attend other external trainings and meetings and incorporate knowledge from such trainings and meetings into the current Mines procurement process. Understand and comply with internal controls related to the procurement process. Analyze campus spending and recommend areas that should be addressed to reduce cost, increase efficiencies and/or provide better equipment and services to campus. Identify when a procurement may require a waiver of university policies/rules and make a recommendation to the Director of Business Operations. Issue and administer competitive solicitations Formulate, solicit, analyze and award competitive solicitations, including but not limited to, Request for Proposals (RFPs), Invitation for Bids (IFBs), Notice of Proposed Sole Sources and Documented Quotes (DQs). Provide guidance and detailed assistance drafting specifications and requirements for solicitation documents. Compose and submit applicable RFP, IFB, Sole Source or DQ documentation on the approved solicitation system. Evaluate and compare vendor responses, determine the appropriate vendor to be awarded and resolve vendor protests, should any arise. Help coordinate and lead the RFP committee process and work directly with the RFP committee chair to facilitate committee review and address committee and vendor questions during the RFP process. Review best practices for solicitation processes and modify and keep all solicitation templates up to date. Use and implement Workday products, other products used by the department, and participate in process reengineering, including providing training on the procurement process Participate in and contribute to procurement process reengineering Understand, utilize and provide assistance to campus on the contracts database, Contract and Research System (CRS). Fundamentally understand, recommend, and implement process changes that will positively impact the procurement process. Develop and provide training to university faculty, staff and students, either in a formal training session or individually to help facilitate the understanding of Mines procurement process and implementing new Workday business processes. Develop processes to assist university faculty, staff and students through the workflow procedures to be implemented around the purchase request and PO process. Create and maintain a calendar and schedule for ongoing trainings to be delivered to university faculty, staff and students. Minimum Qualifications: Bachelor's degree or equivalent progressive experience in procurement and purchasing Progressive and professional level experience related to purchasing or procurement Fluency in Microsoft Office Suite Excellent communication skills Preferred Qualifications: Three or more years of progressive professional procurement experience Experience negotiating terms and conditions/contracts This position will support multiple portfolios, but IT purchasing experience is highly preferred Experience working in an institution of Higher Education Demonstrated familiarity with Workday or similar financial system Experience developing and working with database reporting and ability to learn software systems Experience in training on purchasing, procurement, or other financial procedures Progress toward procurement certification (e.g., CPPB) Salary and Benefits $56,000 - $63,000 annual salary Mines takes into consideration a combination of candidate's education, training and experience as well as the position's scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees. Colorado School of Mines offers a robust portfolio of benefits for all employees. For this role, that includes: Flexible health and dental care options Generous sick/vacation time: 13 paid holidays per year - including a week-long winter break for entire campus. Fully vested retirement plan on first day of employment, with generous employer contribution Tuition benefits (6 credits per year for employees, 50 percent discount for dependents) Free RTD Ecopass All Mines employees also have access to discount programs through the State of Colorado and free tickets for Mines Athletics home games, as well as access to the state of the art Recreation Center (fitness classes and training, swimming pool and more) and equipment rentals through the Outdoor Rec Center. We are proud to have recently opened an on campus daycare center. For more details about benefits at Mines, visit mines.edu/human-resources/benefits. How to Apply Applicants must: Complete an online application (personal information, demographic information, references, veteran status) Upload a resume or CV Upload a cover letter This posting will close at 11:59p.m. on January 26, 2025. Applications will not be accepted after that date. References will not be contacted until later in the selection process and you will be informed before that contact is made. Mines welcomes everyone to our team; in your application, please feel free to note which pronouns you use (For example - she/her/hers, he/him/his, they/them/theirs, etc). It is the intent of Mines to comply with the applicable requirements of the Americans with Disabilities Act and the Americans with Disabilities Act Amendments Act of 2008, and their implementation rules and regulations, in support of equal opportunities for qualified applicants with disabilities to promote diversity and inclusion at Mines. To meet this goal, Mines will make reasonable accommodations during the employment selection process and within our working environment. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on our site as a result of your disability. You can request a reasonable accommodation by contacting our Human Resources team at hr@mines.edu or 303.273.3250 for assistance. Successful Completion of a Background Investigation is Required for this Position. About Mines & Golden, CO When the world looks for answers, the world looks to Mines. Colorado School of Mines is a top-ranked public university solving the grand challenges facing our society, particularly those related to the Earth, energy and the environment. Founded in 1874 with specialties in mining and metallurgy, Mines' scope and mission have continually expanded to meet the needs of industry and society. Today, we are the No. 38 public university in the nation, recognized for our innovation and undergraduate teaching in science, technology engineering and math (U.S. News and World Report, 2023). Mines graduates are change makers, boundary breakers and problem solvers. Since our earliest days, a Mines education has been and continues to be a transformational opportunity, with one of the strongest returns on investment out there for talented STEM students of all backgrounds. At the same time, Mines faculty members are pushing their fields in new directions, whether that's manufacturing, space resources, quantum engineering, carbon capture or more. Mines was recently classified as a R1 "Very High Activity" research institution by Carnegie, a notable feat for any university but particularly one of our size. That size - roughly 7,000 undergraduate and graduate students - also translates to a close-knit campus community, where employees have opportunities to get involved in multiple ways, continued professional learning is valued and everyone can make an impact. Community Alliance groups bring together employees for professional development, networking, cultural awareness and community involvement, and all Mines employees also have access to the wealth of activities happening every day on campus - nationally-renowned speakers, special events and Mines traditions like Engineering Days, just to name a few. And don't get us started on our hometown. We are located in the heart of Golden, Colorado --with its charming historic downtown and nearby hiking trails - and in close proximity to all that Denver and the Rocky Mountains have to offer. That includes the sunny, high-altitude climate and outstanding outdoor recreation opportunities that make the Denver area an ideal place to live, work and play. Are you looking for an inspiring, mission-driven workplace where you can contribute to solving the world's problems and educating the next generation of change makers? Are you an individual who values a diverse and inclusive community, where our different perspectives, experiences and cultures enrich the educational and work experience? Look to Mines. Equal Opportunity Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran status or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses. Mines' commitment to nondiscrimination, affirmative action, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a diverse student body and workforce. Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequity or concerns for safety. Colorado's premier engineering and applied science university for 150 years and counting Apply online at https://mines.wd1.myworkdayjobs.com/en-US/Mines_Careers/job/Colorado/Purchasing-Agent_JR105850 jeid-0d56d0e43908f042a097bc42330a5063