(Casual Hire) Procurement Specialist

Description

****Applicants seeking short-term or part-time work with the University of Hawai‘i may apply for Casual Hire positions, which include administrative, professional, and technical (APT) or instructional-type positions. Because of the temporary nature of these appointments, Casual Hire employees are not eligible for most benefits as provided to regular BOR and Civil Service employees (i.e. paid holidays/leave). Casual Hire appointments may last for up to 89 days for full-time employees, and up to 1 calendar year for part-time employees.

• **Assists Procurement Specialists with the administrative phases of solicitations, including preparing mailing lists, assembling bid/proposal packets, and coordinating public notice postings.
• **Prepares, processes, and tracks routine purchasing documents (i.e. requisitions, purchase orders, simple contract modifications) in accordance with established departmental procedures.
• **Maintains and updates procurement files, databases, and records (digital and physical) to ensure accuracy, completeness, and audit-readiness.
• **Performs data entry and verification into the system-wide financial and procurement management system (i.e. Kuali Financial System), ensuring proper coding and documentation.
• Coordinates and communicate with internal departments and vendors to gather necessary documentation, resolve minor invoice discrepancies, and facilitate the timely receipt of goods and services.
• Monitors shared email inboxes and responds to general inquiries or redirects questions to the appropriate Procurement Specialist for resolution.
• Ensures timely processing of University Procurement requests assigned.
• Builds strong relationships with customers and ensures customer satisfaction.
• Maintains ethical and responsible contractual and business relationships with vendors.
• Advises management of the progress of projects assigned, anticipated problems, and completion of projects assigned.
• Other duties as assigned.

**Denotes essential functions

• Possession of a baccalaureate degree in Economics, Business Administration, Public Administration, Accounting, Finance, Logistics, Supply Chain Management, Acquisition Management, IT Management, Law or related field and 1 year of progressively responsible professional experience with responsibilities for program administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
• Functional knowledge of principles, practices and techniques in the area of program administration as demonstrated by knowledge, understanding and ability to apply concepts, terminology.
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with program administration.
• Demonstrated ability to recognize problems, identify possible causes and resolve full range of problems that may commonly occur in the area of program administration.
• Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members, and individuals.
• Demonstrated ability to operate a personal computer and apply word processing software and Microsoft Office Suite (including Word, Excel and Access Database).
• Demonstrated ability to manage work priorities and projects and maintain employee relations.

EEO, Clery Act, ADA