Procurement Services Assistant - College of Nursing

Under administrative direction, this position assists in procurement functions for a variety of goods and services under a shared services model within the UIC College of Nursing. The procurement services assistant coordinates and processes purchases, reimbursements, payments, travel arrangements, and related transactions for assigned College units. Serves as a resource for faculty and staff on procurement processes and administrative best practices, manages requests and related records, and supports consistent, efficient, and compliant business practices. Demonstrated purchasing experience, financial acumen, knowledge of general office practices and procedures, and the ability to work independently and exercise judgment when analyzing and investigating a variety of questions or problems are required. This position requires regular and consistent on-site presence at the Chicago campus during regular business hours. Duties Responsibilities: Purchasing and Transactional Support Coordinates and processes purchases of goods and services, including P-Card and T-Card transactions, purchase orders, payable contracts, reimbursements, cash advances, direct payments, honorariums, one-time payments, and other purchasing-related transactions. Ensures transactions are appropriately documented, approved, and reconciled in accordance with university policies, procedures and sequencing; reviews documentation and expense reports for completeness and accuracy, coordinates required approvals, and resolves routine processing issues. Communicates with vendors to obtain quotes, research products and services, and identify purchasing options that meet unit needs; coordinates with university-level procurement and other administrative offices, as needed, regarding exceptions, approvals, and other procurement matters. Utilizes Emburse Enterprise, iBuy, Banner, EDDIE, TDX, iTravel, Adobe Sign, and other related financial and administrative software to complete assigned work. Responsible for the day-to-day facilitation of human subject and participant payment processes; develop solutions to meet individual project needs utilizing Rellevate, eCodes Program, cash advances, and one-time payments. Coordinates business travel and related arrangements for faculty, staff, students, and College guests, including transportation, lodging, registrations, catering, and travel-related transactions. Manages ticketing systems and Help Desk email; responds to requests, tracks work through completion, facilitates solutions, and escalates matters requiring specialized expertise or leadership decisions. Administration and Recordkeeping Maintains accurate and timely financial records and documentation; assists with expense recordkeeping, data entry, research, and tracking for multiple funds types (State, ICR, sponsored award, self-supporting, gift, etc.). Develops and maintains job aids, standard operating procedures, training materials, and other resources; provides guidance and training to faculty, staff, and students on applicable administrative processes and best practices. Provides procurement-related assistance and training to faculty, staff, and vendors to meet operational needs and ensure compliance with policy and procedure, College Guidelines, and internal and external systems; coordinates Vendor Management activities and the timely processing of vendor information forms. Identifies opportunities to improve shared service processes, standardize administrative practices, resolve recurring issues, and improve customer experience; provides other operational support as assigned by leadership. Works regularly with colleagues, College leadership, and Director of Procurement Solutions to establish best practices and participate in trainings Performs other related duties and participates in special projects within a shared services environment, as assigned.