Purchasing Agent III

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Note: Current FAU employees must apply as an internal applicant by logging into their existing Workday employee account.

Position Summary:

Florida Atlantic University is seeking a Purchasing Agent III– Boca Raton, FL.

The Financial Affairs Procurement team at Florida Atlantic University plays a critical role in maintaining the accuracy, integrity, and transparency of the university’s financial records. This position is responsible for developing and executing procurement strategies and contracting activities in support of the University. Works closely with University managers to understand their needs and recommend solutions to emerging issues related to Position Control and Procurement Control guidelines, as well as departmental needs. Join FAU as we continue our Race to Excellence and contribute to the financial stewardship that supports our students, faculty, and institutional mission.

Summary of Responsibilities includes:

• Analyzes requisitions, checking for best business practices, compliance with FAU regulations, directives, policies, Florida Statutes, and, when applicable, Federal Uniform guidance. Ensure requisitions include proper descriptions, vendors, account numbers, and justifications.

• Reviews and edits vendor-provided contracts to ensure they include best business practices and compliance with regulations, directives, policies, and guidance. Reviews sole source requests before Associate or Director approval.

• Review all requirements, including requisitions, requests for quotes, product research, and supplier contracts, within the assigned spend category group consisting of multiple commodities.

• Edit, research, and help draft specifications for Invitations to Bid (ITB) for annual contracts and one-time purchases exceeding the FAU regulation bid level. Research potential vendors (including small and disadvantaged businesses) for ITB response.

• Assists in identifying opportunities for annual contracts. Confers with using departments regarding current and future requirements and recommends appropriate acquisition methods. Solicits and evaluates vendor price quotations. Opens and analyzes ITB. Participates in vendor business review meetings.

• Provides end-to-end procurement lifecycle services, including assisting in the development of competitive solicitations, including Invitation to Negotiate (ITN) and Requests for Proposal (RFP). Participates in all aspects of contract administration, including monitoring contract spending, accounts payable, invoice tracking, and contract expiration.

• Maintain a high level of customer service to departments regarding current and future requirements, specifications, results of price quotations, and bids through open lines of communication, providing training and periodic department visits.

• Promptly answers phone and email inquiries from vendors and University personnel concerning the public purchasing process and procurement process. Works on resolving vendor disputes.

• Contributes to the development of external training, including review of web pages related to areas of commodity/service concentration.

• Assists in reviewing, routing, and completing supplier contracts, purchase orders, and change orders, utilizing the Workday ERP system.

• Reviews requisitions, scopes of work, and construction documents, and contract terms to ensure accuracy, completeness, and best value for the University.

• Reasonable for supporting construction projects, facilities operations, and housing initiatives through efficient, compliant, and value-driven procurement practices.

• Analyzes and researches the availability of contract vehicles from the state, county, and other allowable publicly solicited contracts.

• Creates and administers publicly held ITN process utilizing the Jagger contracts platform.

• Provides value-added customer service to university departments and external partners, including completing job aids and training.

• Assist University departments in post-award contract management activity, including invoice approvals, contract renewals, and extensions. Manage all contracts and maintain knowledge of all contract provisions.

• May assist suppliers in completing the University’s supplier application and guide additional procurement staff.

• Assists in contract administration/management functions and supplier disputes.

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