Simulation Procurement Specialist - ZIEL

About this role

Department: Zamierowski Institute for Experiential Learning (ZIEL) ----- Simulation Business Operations Position Title: Simulation Procurement Specialist - ZIEL Job Family Group: Professional Staff Job Description Summary: The Simulation Procurement Specialist is an advanced-level coordinator role responsible for managing the full procurement life cycle. This includes sourcing, purchasing, payments, vendor relationships, receiving, and reporting for office supplies, simulation equipment and supplies, capital purchases, service agreements, contracts, internal service billing, payroll actuals, subscriptions and memberships, professional development, and business travel. As a member of the Business Operations Team, this position works closely with other coordinators to provide shared program support for Zamierowski Institute for Experiential Learning (ZIEL) operations to include simulation resource management, internal and external communications, coverage of reception and programming areas for receiving and hospitality, travel and event coordination, and team building and professional development. Job Description: Job Duties Procurement Serve as the lead for procurement for the Institute by: • Reviewing, analyzing, and documenting procurement processes.

• Identifying opportunities for process improvement and cost effectiveness.

• Ensuring complete documentation in all required systems.

• Participating in policy and procedure updates for the Institute.

• Contributing to Institute staff training related to procurement and travel.

Serve as the primary purchaser for the Institute by overseeing the end-to-end procurement process for all types of financial transactions, including: • Procurement Coordination: Receive procurement requests, independently identify action needed, communicate effectively and timely with internal and external partners, and proactively anticipate cyclical expenses and renewals.

• Business Procurement Card Transactions: Initiate purchases, ensure proper documentation, maintain compliance with institutional rules and regulations and reconcile all transactions.

• Purchase Orders and Invoicing: Generate new requisitions and purchase orders via the KUMC Workday system, serve as the primary contact for University Accounts Payable, ensure accurate and adequate documentation and compliance, process invoice payment requisitions via Workday, and confirm successful payment and fulfillment.

• Direct Purchases from the University of Kansas Health System: Generate new requisitions and purchase orders via the University of Kansas Health System (UKHS) Workday system, serve as the primary contact for UKHS Accounts Payable, ensure accurate and adequate documentation and compliance with health system policies, and process and confirm successful invoice payment.

Serve as the primary sourcing specialist for all expenses, including capital purchases, contracts, and service agreements for the Institute by: • Maintaining contact status with The University of Kansas Health System to serve as the primary procurement specialist for ZIEL.

• Developing and maintaining relationships with supply chain professionals from various departments in the University of Kansas Health System.

• Developing and maintaining relationships with key vendors and suppliers to improve communication, negotiation outcomes, and service quality.

• Partnering with internal subject matter experts to gather operational needs and specifications.

• Lead vendor identification and assessment by researching potential suppliers and evaluating cost, terms, quality, etc. to support strategic purchasing decisions for the Institute.

Serve as the primary receiver for the Institute by: • Tracking fulfillment of all purchases.

• Receiving all mail deliveries and packages.

• Coordinating distribution to appropriate team members.

• Managing any issues with receivables, including returns and refunds.

Serve as the primary travel coordinator for the Institute by: • Confirming and communicating guidelines for Institute travelers.

• Coordinating travel arrangements, including managing data in travel systems and Workday.

• Preparing and securing spend authorizations for travel.

• Processing travel expense reports and reimbursements.

Serve as a collaborator for financial reporting by: • Supporting Institute finance leads in anticipating expenses for budget forecasting.

• Coordinating across KUMC and TUKHS for shared expense management.

• Preparing reports for expense actuals.

Shared Program Support • Scheduling – Assist with scheduling meetings, events, and programming, and maintaining assigned calendars.

• Administrative Support – Deliver administrative support as requested amid competing priorities and escalating issues when appropriate.

• Project Planning & Management – Utilize project management systems to track and complete work, while participating as a project team member for special projects or activities as assigned.

• Resource Coordination – Engage as a project team member for complex resource coordination and support activities that ensure team members have adequate resources, such as reserving rooms and equipment, restocking supplies, and updating related systems.

• Data & Compliance – Ensure timely and accurate data entry and compliance documentation as directed.

• Event & Program Support – Provide logistical support for events and programs as directed such as catering, registration & check-in, room set-up, etc.

• Customer Service & Communication – Serve as the first point of contact for the institute for email, phone, and in-person communication. Respond to routine inquiries while escalating other requests as appropriate.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibiliti

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