Procurement Functional Systems Administrator

Position Details

Position Information

Position Title
Procurement Functional Systems Administrator

Requisition
S01280P

FLSA
Non-Exempt

Location
IIT-Mies Campus (MC), 10 West 35th St., Chicago

Department
Procurement Services

GENERAL DESCRIPTION

The Procurement Services office supports the University through enabling the purchase of
goods and services at competitive prices, financial stewardship for payments, continuous
improvement in business processes and responsive service to University departments.

The Procurement Functional Systems Administrator serves as the primary interface between
campus end users, vendors, and procurement solution providers to ensure that the
procurement systems, including Unimarket (eProcurement), Banner Financial System (ERP),
and Visa Spend Clarity (P-Card) are administered effectively and according to university
policies and procedures. The Procurement Functional Systems Administrator is also
responsible for the development of relevant training sessions and materials, management of the
P-Card program, data report generation and analysis, management of the vendor registration
process, as well as leading/assisting in applicable process improvement initiatives.

The salary range for this role is $50,000 - $55,000 and is commensurate with experience.

Our commitment to employee well-being is reflected in our competitive benefits package located here:

Benefits

COMMUNICATIONS

This position requires written, verbal, and electronic communications to internal customers,
functional area key stakeholders, staff, and faculty, as well as external contacts including
vendors, technology solution providers, and contacts at other Higher Education institutions.

CUSTOMER SERVICE

This position provides customer services to both internal and external customers. The ability to
form positive and productive working relationships with all customers and stakeholders and
provide tangible customer service value is critical to success in this role, for example, provide
useful training sessions and easy to use training materials to end users, effectively address and
resolve end user questions and problems related to systems functionalities, collaborate
productively with vendors and solution providers to successfully troubleshoot issues, etc.

Special Schedule Requirements

None

EEOC Statement

Illinois Institute of Technology is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA employer dedicated to building a community of excellence, equity, inclusion and diversity. It is committed to fostering an inclusive environment and actively seeks applications from individuals of all backgrounds and identities regardless of race, color, sex, marital status, religion, national origin, disability, age, unfavorable discharge from the military, status as a protected veteran, sexual orientation including gender identity and expression, order of protection status, and/or genetic information. All qualified applicants will receive equal consideration for employment.

Qualifications

Education & Experience

• Bachelor's degree in a relevant field
• A minimum of three (3) years relevant experience

Knowledge & Skills

• Ability to quickly learn and become subject matter experts in various systems required
• Proficient Microsoft Excel, Word, and PowerPoint skills required
• Self-motivated with great attention to detail and accuracy
• Excellent critical thinking and problem solving skills required
• Excellent interpersonal and customer services skills required for team work and collaboration with various parties
• Familiarity with purchasing and accounts payable best practices preferred
• Familiarity with P-Card administration preferred
• Experience with ERP systems (Banner, PeopleSoft, etc.) and eProcurement platforms such as Unimarket, JAGGAER, or other leading providers preferred
• Experience with developing and leading training sessions preferred

SUPERVISION & BUDGET AUTHORITY

This position has no direct reports or supervision duties.

Physical Environment and Requirements

Physical requirements consistent with office work and computer input. Must be able to travel throughout campus and locally within the Chicago area.

Certifications and Licenses

List any certifications or licenses that are either required or helpful in performing the job, designating whether required or preferred.

None

Key Responsibilities

Key Responsibility

Vendor enablement and management: review campus supplier requests and facilitate the new
supplier registration, verification, and creation process in a timely and accurate manner in the
Unimarket and Banner systems. Assist vendors and campus end users with their supplier
enablement questions, ensure vendors are correctly labeled in the systems, make applicable
vendor updates, generate standard and custom reports to aide in effective vendor base
management and cleanup, etc.

Percentage Of Time
30

Key Responsibility

Procurement Card program administration and management: review new P-Card applications,
set up new users and new P-Cards in the Visa Spend Clarity system, manage and ensure P-
Card holders' complete the monthly reconciliation process in a timely manner and according to
university policies, generate monthly standard report for departmental reallocations, generate
and analyze custom reports as needed to facilitate management and administration of the P-
Card program, etc.

Percentage Of Time
20

Key Responsibility

Systems administration and error resolutions: perform functional administrative tasks for all
procurement related systems including eProcurement system (Unimarket), Banner Finance, and
P-Card system (Visa Spend Clarity), for example, manage order failures and communicate with
appropriate parties to resolve underlying issues, adding / modifying users and user roles in the
systems, liaise between the university, campus end users, solution providers, and vendors on
various improvement and issue resolution initiatives, collaborate with end users, vendors, and
solution providers to troubleshoot higher level application and integration errors, keep abreast of
new system functionalities, facilitate further systems integration and process improvement, etc.

Percentage Of Time
20

Key Responsibility

Document in-systems procure-to-pay processes, design, and develop training methodology and
training materials for campus end users; lead periodic training sessions on how to use the
procurement systems, promote user adoption, and ensure end user purchasing behavior are
compliant with established university procurement policies.

Percentage Of Time
10

Key Responsibility

Develop relationships with other institutions of Higher Education on the same solution platforms to facilitate knowledge-sharing, monitor and review upcoming functional changes to the applications, and identify and implement opportunities to optimize the university's utilization of the solutions.

Percentage Of Time
10

Key Responsibility

Generate standard and custom data reports out of the various systems and provide analysis to identify usage trends, adoption rates, improvement opportunities, and assist team members and leadership in the overall procure-to-pay process management.

Percentage Of Time
10

Posting Information

Work Hours

Monday-Friday, 8:30a.m. to 5:00p.m.

Position Category
Part Time

Posting Date
02/20/2024

Closing Date

Posted Until Filled
No

Quicklink for Posting