Procurement Systems Administrator

2017-8230
3 weeks ago
Department
Procurement Services
Category
Financial Services and Procurement
Full-Time / Part-Time
Full-Time

Overview

The Office of Finance & Treasury actively searches for staff members of exceptional ability and promise who share in Princeton University's commitment to excellence, and who present a diversity of viewpoints and cultures. We offer varied professional opportunities spanning all aspects of financial management, analysis, and processing in support of the teaching and research mission. As part of the University community, we respect the dignity and individuality of each member while trying to foster a sense of shared experience and common purpose. We are unwavering in our commitment to both diversity and community and embrace the variety of talents, backgrounds, and perspectives of all of our colleagues.

 

The Procurement Systems Administrator is the main point of contact for support of all Procurement-specific systems. This role interfaces with Business Analysts from the Finance Administration team, as well as technical resources from within the Office of Information Technology. The Procurement Systems Administrator serves as a subject matter expert in the content, processes, and procedures associated with Procurement applications. This role interacts with campus users of these solutions through communications of key events (system outages, enhancements) and trainings.

 

The Procurement Systems Administrator has three primary responsibilities:

  • Manage the non-ERP procurement environments, including system configurations, user access, testing, and integration with the PeopleSoft ERP.
  • Provide technology support for Procurement Services initiatives, including enabling suppliers in the Princeton shopping portal (Marketplace), supporting the technology for sourcing events, managing software enhancements from the software providers, performing business analysis and reporting, tracking change requests and requirements, and managing outages in real time.
  • Provide training and support for both internal Procurement colleagues as well as campus users on best practices, ad hoc inquiries; support and deliver formal Procurement Services training to campus users.

The Procurement Systems Administrator implements enhancements to Procurement systems that enhance the experience for both Procurement Services and campus users. This role requires strong collaboration with internal Procurement Services colleagues, as well as the Finance Administration team and technical resources from our software partners.

Responsibilities

System maintenance and support

  • Perform daily system monitoring, verifying the integrity and availability of systems and key processes, such as PO dispatch, supplier messaging, and other points of integration between systems
  • When an issue is detected, alert the necessary individuals to remedy the issue and initiate communication with impacted users
  • Review and manage system role profiles and permissions on an ongoing basis, including recommending opportunities for roles to be further refined
  • Manage custom elements such as workflows and forms and update as needed
  • Serve as the main point of contact for external software providers for Procurement-specific systems
  • Serve as the technical contact for key Princeton suppliers with electronic shopping catalogs in the case of system issues
  • Monitor and review upcoming system functional changes by attending Web-conferences, teleconferences or other supplier-sponsored activities
  • Assess, document, and communicate system changes to affected parties in a timely manner

 

Drive Process and System Enhancements

  • Document business processes in partnership with process owners; maintain and update documentation as necessary
  • Leverage process documentation to lead and train internal users in new and existing processes
  • Identify areas for improvement and partner with business owners to implement enhancements
  • Communicate process changes and enhancements to internal Finance & Treasury stakeholders, Princeton campus users, and external suppliers, as appropriate for each initiative
  • Track defect and enhancement requests and report on open and closed requests
  • Partner with internal and external development teams to address identified defects and enhancements
  • Manage the testing process for all delivered system changes and enhancements

 

Training and Communications

  • Develop and deliver communications for affected users that reflect upcoming system functional changes
  • Partner with internal Finance & Treasury resources to develop training materials for Procurement processes and systems
  • Maintain training materials over time to ensure that materials accurately reflect current processes
  • Deliver training to campus through a mixture of instructor-led training sessions, one-on-one sessions, online documentation, ad hoc requests

 

Benchmarking and Reporting

  • Produce periodic reporting on system usage statistics and tracking of key processes
  • Engage with partners to develop dashboards and custom reporting as needed
  • Develop and maintain relationships with other higher education institutions to benchmark and leverage systems knowledge
  • Support ad hoc and custom information requests

Qualifications

Essential Qualifications

  • Bachelor’s Degree in Business Administration, Management Information Systems, or related field, OR
  • 5-7 years’ experience in a Procurement Environment
  • Experience with business systems management or system administrator experience
  • Strong process-mapping and process-improvement skills with close attention to detail
  • Demonstrated experience with configuration and testing of systems
  • Ability to define, drive, and translate technical specifications from business functional requirements
  • Ability to manage multiple priorities
  • Good working knowledge of supply chain concepts, processes and requirements.
  • Strong Microsoft Office suite skills

 

Preferred Qualifications

  • Familiarity with Six Sigma or lean methodologies
  • Familiarity with PeopleSoft Financial Management or other ERP suites
  • Familiarity with SciQuest (Jaggaer) or other Source-to-Settle platforms
  • Experience with integration between Source-to-Settle and ERP systems
  • Experience in a Higher Education environment

 

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

Salary Grade

ADM, 050

Standard Weekly Hours

36.25

Eligible for Overtime

No

Benefits Eligible

Yes

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No

Valid Driver’s License Required

No

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