This position will be part of a customer service unit within Service Delivery and Special Projects. Candidates will need to be well versed in all processes related to purchasing and payment, including Vendor File Management, Purchasing, Accounts Payable, Corporate Card, ePayment, eProcurement, travel, etc. All functions listed below are performed with a high degree of independence and must be performed with integrity. This position must maintain a close working relationship with all units within Procurement and Payment Services, other departments and schools, as well as the vendor community.
Provide excellent customer service, over the phone, by email, and in person answering standard questions regarding status of requests, policies and procedures for processing transactions, and/or instructions for completing paperwork.
This includes monitoring the email in boxes, answering the main phone number, sorting and distributing mail received, and interacting with walk in customers.
Resend Purchase Orders upon request.
Instruct and advise regarding options and appropriate courses of action and follows-up inquiries to ensure customer satisfaction.
Complete other administrative and/or clerical activities such as filing, faxing, sorting, copying, organizing meetings, etc.
Utilize customer service software tool to create tickets, close out completed tickets, assign tickets to other staff, and maintain list of FAQs.
Purchasing and payment
Become well versed in all aspects of the purchasing and payment processes in NUFinancials and other systems used by Procurement.
Become well versed in all aspects of the Procurement and Payment Services department (purchasing, e-procurement, accounts payable, corporate card, and vendor file management).
Purchasing Policy and Procedures
Develop appropriate understanding of Northwestern purchasing and payment policy.
Maintain effective working relationships with departments and schools at Northwestern.
Maintain effective working relationships with vendor community.
Assist with coordination and management of open lab sessions.
Provide input into forms, newsletter, procurement strategy, web site, info sessions, training, etc.
Distribution of credit information to vendors, when requested.
Maintain tax exempt information and fulfill requests for tax exemption documentation, when requested.
Maintain vendor information database.
Vending machine refunds for 2020 Ridge.
Assist with documenting Procurement processes and procedures.
Bachelor’s degree in business or related field, or the equivalent combination of education, training and experience from which comparable skills can be acquired
At least two years’ experience.
Strong background in customer service.
Strong computer skills, especially with word processing and spreadsheets.
Strong oral and written communication skills
Strong time management skills.
Strong interpersonal as well as oral and written communication skills.
Knowledge of the principles and practices of procurement and payment processes, strategies, and systems.
Proven record of effective relationship-building with internal and external stakeholders
Demonstrated experience collaborating as part of a team.
Ability to communicate effectively with faculty, staff, vendors, and the general public.
Minimum Competencies: (Skills, knowledge, and abilities.)
Ability to handle multiple tasks and perform typing and routine data entry with speed and accuracy.
Ability to compose, proofread and/or edit letters and documents.
Ability to calculate routine arithmetic.
Strong knowledge of grammatical usage.
Ability to work independently, without major oversight, and utilize good judgment when making decisions. Must also be self-motivated.
Candidate needs to demonstrate professions demeanor.
Ability to compile and analyze data from a problem solving perspective. Also, demonstrate good judgment and decision making related to interpreting data and making recommendations or acting on the analysis of data.
Ability to develop a thorough understanding of University policies and procedures and ability to use sound judgment in applying them to individual situations.
Experience working at a higher education institution.
Preferred Competencies: (Skills, knowledge, and abilities)
Proficiency with PeopleSoft Financials.
Exhibit continual improvement by attending relative training courses and seminars/conferences.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 39716
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.