STAFF PURCHASING SPECIALIST, TIP
- Location: Durham, NC
- Posted: Dec 12, 2019
Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of Americas leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.
The Duke University Talent Identification Program (Duke TIP) https://tip.duke.edu/ is a nonprofit organization dedicated to serving academically gifted and talented youth in grades four through twelve. Each year, Duke TIP enrolls nearly one hundred thousand new students in its talent searches through above-level testing, recognizesthem for their achievements and providesthem with a variety of enrichment benefits. TIP offers accelerated face-to-face and online educational programs to more than eight thousand students each year. Our organization is driven and guided by five core values: Integrity, Continuous Improvement, Community, Access & Inclusion and Understanding. Our team members are passionate about the work they do and are always encouraged to express their ideas. We are invested in our staff by providing professional development tools and coaching
This role is responsible for ordering $300k+ of supplies and books for 600+ classes and 12,500+ students annually within Duke TIP. It includes vendor interaction, purchase order initiation, and reconciliation of discrepancies. In addition, this role will also provide secondary support for financial aid evaluation and processing.
Collaborate with Duke TIP program leads to collate lists and order all books and supplies needed for student programs. This includes purchasing support for items requested by seasonal staff.
Order and ensure general office supplies are available for Duke TIP employees.
Submit purchase requests on behalf of TIP, and lead issue resolution on purchase orders and invoice payments with Accounts Payable and Procurement departments.
Ensure proper coding of purchases and credits to the accounting ledger, and support Duke University procedures.
Compile and analyze information in support of Procure to Pay activities; prepare reports, reconciliations and analyses setting forth progress, adverse trends and appropriate recommendations and conclusions.
Negotiate with vendors and partners to optimize services and minimize cost.
Make recommendations for cost savings opportunities.
Reconcile discrepancies between orders and deliveries and resolve with vendors.
Maintain liaison with University Departments including Procurement and Accounts Payable to obtain and provide pertinent information and to answer inquiries.
Finance & Administration (10%)
Support Finance functions as needed with evaluating financial aid applications and relevant tax documentation to determine financial aid awards for students across all programs within TIP.
Assist in scheduling, monitoring, and managing University Departments and outside vendors that maintain building operations.
Provide training, guidance, support and advice to colleagues as required.
Create and maintain supporting process documentation, and ensure that team members are adequately cross-trained and can support all processes during peak times.
Advise supervisor as to the status of current activities and additional or expanded program requirements; make recommendations for solution to problems identified.
Assist in determining budgetary recommendations and requirements.
Plan and schedule work priorities in accordance with program goals and deadlines.
Perform other related duties incidental to the work described herein.
The ability to work some weekends and extended hours during program sessions (May-July) is required.
Knowledge, Abilities & Work Conditions
Strong attention to detail.
Ability to work across multiple departments are required.
Proficiency with Excel is preferred.
Strong communication and organizational skills.
Able to multi-task and work independently.
Must be able to occasionally lift, carry and load up to 30 lbs.
Ability to maintain and establish relationships with existing and new suppliers.
Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.
Work generally requires four years of clerical or research experience to acquire strong skills in administrative or project research responsibilitiesas well as accepted office management, communications and research practices. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideasan exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.