Description

Position Overview

The Procurement Specialist is an entry-level professional role within the University of Kansas Procurement team. This position supports KU's campus community-including academic departments, administrative units, researchers, and service areas-by providing efficient, compliant, and customer-focused procurement services.

The Specialist manages KU's Amazon Business catalog program, facilitates the collection and review of supplier quotes, administers routine supplier contract renewals (with an emphasis on technology-related purchases such as software and Saas subscriptions), and supports campus partners in ensuring that purchasing activities adhere to university policy and sound procurement principles. This role requires excellent attention to detail, strong customer service skills, and the ability to apply procurement guidelines in a practical and supportive manner.

Due to complex state employment laws, the University of Kansas may be unable to hire fully remote workers for this position outside of Kansas. Specifically, we cannot currently offer employment to candidates residing in the following states: California, Delaware, Idaho, and Minnesota. We appreciate your understanding and invite interested individuals from eligible states to apply.

Job Description

Amazon Business Program Administration - 20%

• Manage KU's Amazon Business catalogs, including adding and maintaining user accounts.
• Provide guidance, training materials, and light customer support to campus customers.
• Monitor restricted items and unblock items incorrectly categorized by suppliers as needed.
• Serve as a campus resource for Amazon Business functionality and best practices.

Supplier Quoting Support - 20%

• Assist departments in obtaining requisite supplier quotes to meet quoting requirements.
• Maintain documentation and ensure quotes are complete, accurate, and compliant.
• Communicate with suppliers regarding quote requests, specifications, and timelines.

Simple Supplier Contract Renewals - 20%

• Manage renewals for routine, low-complexity contracts-primarily technology-related agreements (software, Saas subscriptions, and small tech services).
• Validate renewal terms, pricing, and compliance with KU policies.
• Coordinate with campus stakeholders and suppliers to finalize renewal documentation.

Review and Execution of Quotes - 15%

• Evaluate incoming quotes for accuracy, clarity, and alignment with procurement requirements.
• Execute quotes through KU's procurement systems, ensuring proper documentation, and compliance.
• Resolve discrepancies by collaborating with suppliers and campus units.

Policy Compliance & Campus Education - 15%

• Interpret and apply KU Procurement Policy, university guidelines, and accepted procurement principles.
• Provide clear, supportive guidance to faculty and staff on compliance requirements.
• Assist with outreach, training materials, and communication efforts promoting responsible procurement.

Administrative & Procurement Support - 10%

• Facilitate new supplier registrations and assist suppliers with onboarding processes.
• Support Procurement Officers during bid processes by performing administrative tasks such as preparing documents, gathering specifications, or documenting responses.
• Assist with general Procurement initiatives and other duties as assigned.

Required Qualifications

1. Bachelor's degree OR high school diploma/GED plus four (4) years of professional experience in administrative support, customer service, purchasing, finance, or related fields.
2. Strong written and verbal communication skills as evidenced by application material and work history.
3. Work experience that demonstrated the ability to manage multiple tasks, prioritize work, and meet deadlines.
4. Two (2) years experience with Microsoft Office applications (Outlook, Word, Excel).
5. Work experience that required the ability to interpret and follow policies, procedures, and regulatory requirements as evidenced by application materials.
6. Strong attention to detail and accuracy in documentation as evidenced by application materials.

Additional Candidate Instruction

A complete application consists of:

1. A cover letter that describes how you meet the required and preferred qualifications
2. A Resume or CV
3. Contact information for three (3) professional references

Incomplete applications will not be considered.

Application review begins Wednesday, May 6th. For consideration, please apply no later than Tuesday, May 5th.

Disclaimer

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and procedures and is the Title IX Coordinator for all KU and KUMC campuses: Associate Vice Chancellor for the Office of Civil Rights and Title IX, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY. Reports can be submitted by contacting the Title IX Coordinator as provided herein or using the Title IX online report form and complaints can be submitted with the Title IX Coordinator or using the Title IX online complaint form.