Purchasing Analyst 1

Position Details
Position Information
Department
Procur,Cntrcts&MatlsMmgt (QCP)
Classification Title
Purchasing Analyst 1
Job Title
Purchasing Analyst 1
Appointment Type
Classified Staff
Job Location
Corvallis
Benefits Eligible
Full-Time, benefits eligible
Employment Category
Regular
Job Summary
This recruitment will be used to fill one full-time Purchasing Analyst 1 position for the Procurement, Contracts and Materials Management (PCMM) department at Oregon State University (OSU).
The Construction Contracts Administration (CCA) unit guides the acquisition of design and construction services to produce best value procurements and mutually beneficial contracts for the university's research and business needs.
This position works with departments and colleges to launch procurement activities and develop contract documents that meet their programmatic requirements to build, repair, renew and preserve Oregon State University's physical facilities and infrastructure in Corvallis, Newport, Bend and across the State. This includes large capital, bonded and federally funded construction, design and Oregon's 1% for Art projects.
The Purchasing Analyst 1 accomplishes these activities by:

• Efficiently utilizing knowledge of applicable laws, rules, and policies and applying them to the procurement and contracting needs of customers.
• Using effective, engaging communication and research skills to advise and assist customers in procuring and contracting design and construction services in a professional manner while providing excellent customer service.

Procurement, Contracts and Materials Management (PCMM) is a unit within the Senior Associate Vice President of Administration's division, which reports up to the Division of Finance and Administration (DFA) at Oregon State University. The DFA's mission is to develop and maintain the university's sound financial and internal control structure in alignment with OSU's strategic plan.
PCMM supports and practices diversity and inclusion in a work environment that encourages engagement with those of other cultures and backgrounds
Why OSU?
Working for Oregon State University is so much more than a job!
Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don't wait for challenges to present themselves - we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.
FACTS:
• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
• 1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
• 35k+ students including more than 2.3k international students and 10k students of color
• 217k+ alumni worldwide
• For more interesting facts about OSU visit: https://oregonstate.edu/about
Locations:
Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.
Oregon State's beautiful, historic and state-of-the-art main campus is located in one of America's best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.
Total Rewards Package:
Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:
• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
• Free confidential mental health and emotional support services, and counseling resources.
• Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Key Responsibilities
30% Procurement Activities:

• Analyze, evaluate, and approve, if appropriate, standard or routine procurement processes and documentation in the direct or informal procurement threshold ranges to ensure compliance with OSU standards. Communicate deficiencies and necessary resolution steps to end-users in a timely, clear, concise, and respectful manner. Be responsive to providing additional information, if necessary. Monitor and follow-up until procurement is satisfactorily completed.
• Utilize knowledge of procurement policies and procedures to effectively and efficiently collaborate with departments to meet their business/research needs while remaining in compliance with procurement standards.
• Assist in the procurement of goods and services related to construction and design projects, including but not limited to architectural and engineering services, construction materials, and equipment.
• Actively and continuously participate in CCA team analysis and review of policies, procedures, documentation, forms, training materials, and other related material. Particular consideration given to feedback and experiences from an end-user perspective should be given.
• Utilize multiple tracking and information systems to accurately and completely document, track, and research procurement documentation.
• Assist with coordinating calendars and scheduling meetings related to a solicitation processes and unit meetings.

30% Contract Administration:

• Prepare, review, and process purchase orders, contracts, and supporting procurement and contract documents including but not limited to: prevailing wage rate paperwork, insurance and bonding documentation, substantial and final completion letters.
• Evaluate standard or routine terms and conditions associated with contracts, agreements or other documents requiring OSU acceptance of terms and conditions related to the acquisition of goods or services for accuracy and completion.
• Maintain accurate records of procurement activities, contracts, and correspondence, ensuring all procurement files are organized and readily accessible for audits or reference.
• Assist in administration of the CCA contract toolkit including the Reserve Contract Program and various Master Contracts.

30% Communications, Vendor Guidance, Customer Service:

• Respond effectively, timely, and completely to general procurement questions from department staff and suppliers through various formats. Maintain open and transparent communication with vendors and internal stakeholders.
• Utilize knowledge of campus operations and relationships with other departments to provide quality comprehensive customer service in directing or introducing department staff and vendors to appropriate campus resources for non-procurement related inquiries.
• Communicate, research and provide timely information to the OSU Public Records Officer for public records requests for procurement and contract related documentation.
• Assist in reviewing and revising of forms and communication tools, including training presentations, manuals, how-to documentation, and webpages, to ensure current and accurate information is always present for end-users.
• Develop and cultivate professional relationships with other PCMM staff, campus end- users, and suppliers to build solid working contacts.
• Assist in planning, organizing, and coordinating CCA campus activities, including Construction Industry Forum, outreach and training events.
• Exercise professional communication and utilize knowledge of procurement policies and procedures to effectively and efficiently collaborate, building credibility and trust with internal and external constituents. Guide and assist departments in the appropriate procurement methods and contract placement, providing education to connect business/research needs while remaining in compliance with OSU standards. Anticipate needs and completely respond to department inquiries about appropriate procurement procedures with specific attention to active inquiry and listening to end user needs.

5% Reporting and Database Management:

• Utilize familiarity of procurement, project management systems and online shared spreadsheet and dashboard reporting tools to update monthly, annual and ad-hoc reports for CCA Manager.

5% Special Projects:

• Works on special projects consistent with the vision and mission of the department as assigned by the Construction Contracts Administration Manager.

What We Require
One year of full-time procurement experience which must include using procurement practices, procedure, and techniques such as determining specifications, placing purchase orders, and processing requisitions AND a Bachelor's degree in Business Administration or closely related field OR three more years of relevant experience.
What You Will Need

• Proficient in use of MS Office Suite.
• A demonstrable commitment to promoting and enhancing diversity.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
What We Would Like You to Have

• Experience managing procedures and maintaining accurate records.
• Experience specifically related to public procurement and contracts.
• Knowledge and understanding of architectural design, engineering (civil, construction, mechanical, electrical, plumbing, etc.), project management and construction fields.
• Familiarity with minor contract review and negotiation.
• Experience and knowledge of procure to pay systems.

Working Conditions / Work Schedule
Work location is hybrid between work from home and in office location on the Corvallis campus. When onsite the work environment is in an indoor office setting interacting with computer programs accessed through both local system, VPN, and web for extended periods of time. Schedule is generally 8 am to 5 pm, PST, Monday through Friday.
Pay Method
Hourly
Pay Period
16th - 15th of the following month
Pay Date
Last working day of the month
Min Salary
$19.72
Max Salary
$29.96
Link to Position Description
https://jobs.oregonstate.edu/position_descriptions/147660
Posting Detail Information
Posting Number
P04546CT
Number of Vacancies
1
Anticipated Appointment Begin Date
03/01/2024
Anticipated Appointment End Date
Posting Date
12/15/2023
Full Consideration Date
01/05/2024
Closing Date
01/12/2024
Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
To ensure full consideration, applications must be received by 01/05/2024. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants.
Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position.
Equivalent required experience is based on full-time equivalent (40 hours per week).
PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Hanna Emerson at hanna.emerson@oregonstate.edu
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, ...