Finance Procurement Specialist - Administration and Finance

The CUNY School of Medicine (CUNY SoM) located in the heart of Harlem, New York, is the only medical school in the City University of New York system and the only public medical school in Manhattan. Building upon 50 years of success as the Sophie Davis School of Biomedical Education, the institution transitioned to the CUNY School of Medicine (SoM) in 2016. The CUNY SoM offers an accelerated BS/MD degree (7-year program) and a Physician Assistant Master’s Degree (27 months program). True to its legacy of access, opportunity, and community transformation, the medical school’s mission remains to recruit highly talented students as diverse as New York City itself. CUNY SoM places a special emphasis on the recruitment of those who are underrepresented in the field of medicine and on training high quality, culturally competent health professionals and scientists equipped to address the healthcare needs of New York’s medically under-served communities. As a major priority, CUNY SoM also seeks to enhance the recruitment and retention of senior leadership, faculty, and staff to more closely reflect the diversity of our student body.

Under the direction of the Purchasing & Finance Operations Manager in the Office of Administration and Finance, the Finance Procurement Specialist will execute purchases on behalf of the College from a variety of funding sources in accordance with procurement methods, rules and policies required by the State of New York (STATE), and the City University of New York (CUNY).

In addition to the CUNY Title Overview, the Finance Procurement Specialist duties include but are limited to the following responsibilities:

• Collaborate with CUNY MED staff to ensure all activities related to good and services are acquired in accordance with applicable guidelines and regulations and review, recommend and implement process improvements.
• Provide guidance to CUNY MED staff on current products and services available under established contracts; Provide training and technical assistance to faculty, staff, and administrators on procurement regulations and procedures.
• Work collaboratively with internal and external CUNY MED stakeholders; including academic and administrative departments; CUNY MED Finance team, University General Counsel’s Office, and Central Office of Procurement.
• Draft, revise, and issue solicitation documents and procurement record memoranda related to a variety of procurement approaches including: Request for Quotes (RFQs); Request for Proposals (RFPs) and Invitation for Bids (IFBs); sole and single source procurements in accordance with the State of New York and University procurement guidelines; and other procurement methods as permitted by CUNY and New York State.
• Assist with the successful competition of procurement processing including, but not limited to: advertising tax-levy funded contracting actions in the New York City Record and NYS Contract Reporter; conducting site visits, issuing addenda, publicly open bids, facilitating and evaluation committee review of proposals, providing debriefing to unsuccessful respondents; determining vendor responsibility; facilitate CUNY Board of Trustee review of applicable contracts; creating contracts in the College’s procurement systems, and submitting contract documents to oversight authorities.
• Dispatch purchase orders against New York State Office of General Services agreements and New York City Department of Citywide Administrative Services Requirements contracts
• Promote and encourage the utilization of minority women-owned business enterprises and service-disabled owned business in accordance with the University and State of New York regulation policies.
• Resolve issues regarding unacceptable, late and damaged goods and or services.
• Collaborate with the Finance staff to ensure that requisitions subject to GASB requirements follow the appropriate procurement and payment process.Ensure such information is accurate in CUNY First and CUNY Buy.
• Perform other duties as assigned by the Finance Budget Director or designee.

QUALIFICATIONS

Bachelor's degree and four years' related experience required.

PREFERRED:

• Bachelor’s degree in Business, Economics, Accounting, Finance or closely related field.
• Experience in conducting procurement in a higher education or public sector setting.
• Demonstrated in-depth knowledge with State procurement processes and Finance law, as well as available city, state, and federal procurement mechanisms, is highly desired.
• Knowledgeable of Enterprise Resource Planning Systems (ERPs), preferably CUNY’s PeopleSoft ERP (CUNY First), State Financial System and other related Purchasing systems (CUNY Buy).
• Proficient with Microsoft Office suite of products, particularly Outlook, Word, Access, and Excel
• Strong organizational, interpersonal, and communication (verbal and written) skills.
• Detail-oriented and accurate with strong quantitative, financial, and critical thinking skills.

CUNY TITLE OVERVIEW

Coordinates matters related to procurement under management direction.

• Maintains accounts, budgets, contracts, agreements, and documentation related to the procurement process
• Analyzes procurement practices, procedures, and responsibilities, developing process documentation and identifying potential improvements
• Maintains College and University systems that manage and track procurement activities
• Assumes responsibility for selected procurement projects
• Performs related duties as assigned.

CUNY TITLE
Higher Education Assistant

FLSA
Non-exempt