Procurement Project Coordinator - Procurement - University at Albany

Overview

The Procurement Services Office at the University at Albany (University) is seeking a results-driven Procurement Project Coordinator to lead transformative initiatives within procurement operations. In this pivotal role, the Procurement Project Coordinator will take charge of projects, driving them from concept to completion while ensuring projects adhere to schedules. The Procurement Project Coordinator will engage with stakeholders across the University to define project objectives, ensure the successful monitoring and delivery of outcomes, leverage or create processes, templates and reporting.

The Procurement Project Coordinator serves as an integral member of the procurement team, actively engaging in the establishment and advancement of project management standards and supporting procurement operations. The Procurement Project Coordinator provides mentorship and guidance to project teams across the University. The successful candidate will possess exceptional organizational and communication skills, along with the ability to build and maintain relationships with a diverse range of stakeholders.

The Procurement Project Coordinator is expected to operate with a high degree of independence while also contributing effectively within a collaborative team environment.

• Oversee all phases of assigned projects throughout the entire project lifecycle.
• Act as the point of contact for assigned projects, managing scheduling, progress tracking, reporting, and documentation. Responsibilities include maintaining regular communication with University stakeholders through meetings and written correspondence to capture Request for Proposals (RFP) and Invitation for Bid (IFB) deliverables, requirements, preferences, and to monitor project timelines.
• Work with Stakeholders in the UAlbany community to draft scopes for complex procurement solicitations over $75,000 for academic, athletic, international, software/software as a service, consulting, and marketing related projects. Objectives include mentoring stakeholders by providing guidance and assistance with gathering and defining mandatory requirements and preferences.
• Act as an intermediary between Procurement and departments to ensure that Procurement Associates have a scope of work that is fully complete for a formal solicitation (RFP, IFB).
• Oversee the coordination of internal and external resources to ensure successful execution of projects with varying levels of complexity. Internal stakeholders include University representatives, Procurement Associates, Compliance Coordinators, Budget, Accounting, and Management. External collaboration includes vendors, SUNY, the Office of General Services, the Office of the Attorney General, and the Office of the State Comptroller.
• Ensure collaboration among all resources.
• Leverage established processes, templates, tools, and best practices while contributing to the ongoing development and implementation of Procurement projects and tracking framework.
• Serve as a liaison between Procurement, Information Technology Services (ITS) and the Campus community for procurement enhancement and automation projects. This includes monitoring and tracking of incoming requests, attending project meetings, and conducting training on Smartsheet automation (future technologies), assisting with monitoring dashboards and workflows to ensure accuracy, identifying issues, and providing recommendations for phased enhancements. Involvement includes digitizing records of contracts and purchase orders to improve visibility and accessibility, and identifying procurement tools for future process enhancements.
  
  The successful candidate will be involved in all procurement projects related to technology integrations and workflow efficiency reviews/improvements.
• Develop processes to track contract timelines to avoid expiration.
• Review procurement submissions to ensure they are comprehensive and follow up with end users when additional information is required.
• Actively participate in and advance procurement automation projects with ITS.
• Support automation efforts and procurement workflows by contributing to the ongoing enhancement of the Procurement project framework.
• Analyze data, summarize key data points, and prepare reports for key stakeholders as needed. Seek professional growth opportunities and mentor team members through knowledge-sharing and coaching.

• Reports to:
  
  Director of Procurement Services
• Supervises:
  None (may supervise employees as assigned)
• Interacts with faculty/staff across campus and with Vendors

• Excellent communication and organizational skills
• Ability to manage several projects concurrently
• Demonstrated proficiency with industry-standard project management tools
• Ability to develop inclusive and equitable relationships within a diverse campus community
• Ability to support diversity, equity, access, inclusion, and belonging relative to the role

• Excellent…