Acquisition Associate (Partial Remote) - Purchasing Help Desk

Job Summary:  

To provide basic advisory, technical, and administrative skills necessary to acquire supplies, equipment, and services required by the institution in compliance with applicable laws, rules, regulations, policies, and procedures. Primarily responsible for acquiring routine supplies, equipment, and services on a non-competitive/spot market basis. 

Job Duties:

The Acquisition Associate for the Purchasing Help Desk serves as the primary point of contact for all procurement-related inquiries and issues, providing essential first-level support to internal staff and suppliers. This role is vital in ensuring efficient purchasing processes, resolving technical and operational challenges, and maintaining strong vendor relationships. The specialist will handle a variety of tasks, from processing orders to troubleshooting system issues, all while upholding our purchasing policies and procedures.

• First-Level Support: Act as the initial point of contact for users seeking assistance with purchasing systems, orders, and processes via phone (hotline), and the Ivanti ticketing system.
• Reporting & Resolution: Run daily reports to identify potential issues within the procurement process and proactively work to resolve them.
• Requisition Assistance: Provide direct support to departments in creating and managing requisitions within PeopleSoft 9.2, ensuring accuracy and compliance.
• Technical Troubleshooting: Offer first-level technical support for issues related to requisitions, purchase orders (POs), and receipts, guiding users through solutions.
• Order Processing: Accurately handle purchase requisitions, purchase orders, and change orders, verifying data integrity and completeness.
• Issue Resolution: Diagnose and resolve a range of problems, including PeopleSoft errors,  POs not dispatching to the supplier correctly, and navigation of PeopleSoft, ensuring timely and effective solutions.
• Documentation & Record Keeping: Maintain detailed and accurate records of all issues, resolutions, transactions, and customer interactions.
• Escalation: Identify and escalate complex or unresolved issues to the appropriate next level of support or the broader purchasing team for further investigation.
• Guidance & Training: Provide basic training and guidance to internal staff on purchasing best practices, system usage, and policy adherence.
• Process Improvement: Contribute to the continuous improvement of purchasing help desk workflows, policies, procedures, and support systems by suggesting modifications and enhancements.

Knowledge/Skills/Abilities:

• Strong customer service orientation with excellent verbal and written communication skills.
• Exceptional organizational skills and meticulous attention to detail.
• Proven problem-solving and analytical abilities to diagnose and resolve complex issues.
• Proficiency with procurement software (e.g., PeopleSoft 9.2, Ivanti ticketing system) and Microsoft Office Suite.
• Ability to manage multiple tasks simultaneously in a fast-paced environment.
• A collaborative spirit, with the ability to work effectively with various departments and external vendors.