We are currently looking to fill a temporary role for the University of Windsor.  Position will start in January 2025 and will go for approximately 3 months.

Key Job Functions

1. Public Post and Track Tender Documents
• Post publicly, in the most appropriate manner (e.g. MERX ), all tender documents for vendor bidding.
• Assist in facilitating the tendering process by logging responsibilities and tracking tenders through to conclusion.
• Monitor key dates and deadlines throughout the tender process.
• Ensure all appropriate individuals are kept up-to-date on tender process issues.

2. Office Administrative Services
• Act as first point of contact for general questions related to procurement matters.
• Schedule meetings and required resources. Support Procurement staff in maintaining their calendars and meeting various deadlines.
• Receive, open, sort and distribute all departmental area mail.
• Monitor and respond to generic area e-mail accounts.
• Develop meeting agendas, collect and/or draft meeting materials and take meeting minutes as needed.
• Prepares and issues communications (letters, memos, etc.) on behalf of the Procurement Manager and Buyers.
• Maintain physical and electronic filing systems for all office documents/forms/etc. (e.g. templates, signing authorities, contracts, RFx, policies & procedures, etc.), including permanent Finance Department files.
• Organize and maintain Departmental manuals.
• Support review of procurement website and/or other electronic medium content as required, including routine testing

3. Maintain Supplier Database

• Maintain vendor records in the address book of the financial system.
• Liaise with and maintain banking information for EFT fund payment processing.

4. Support for Customs Processing
• Facilitate flow and clarification of information between campus purchasers, customs brokerage, and University-contracted couriers.
• Performs monthly allocation of customs charges to appropriate departmental accounts

5. Reporting
• Maintain regular reports on Procurement area key performance indicators.
• Support the Procurement Manager in the preparation of various ad hoc reports.
• Provide data and information to the Manager and Buyers in support of procurement decisions (e.g. expense reports, average annual spending,
lease/buy, etc.)
• Maintain historical data records for review and analytical purposes.
• Supports external reporting requirements (i.e. Ministry reporting) as required

6. Track Service Contracts
• Track and monitor various contract/lease services across campus (e.g. Photocopiers, etc.)
• Maintain spreadsheets to track various service contracts across campus.
• Allocate costs of these services to various campus users (via journal entry or other means).
• Ensure contract renewal deadlines are known and met.

7. Other duties as assigned
• As required, the incumbent may be required to perform the various functions of the Corporate Card and Supplier Assistant to ensure urgent requests and payments are processed in an expedited manner.
• Other and duties as assigned align with the purpose of this position.

Skills/Knowledge/Experience/Education required

Essential Qualifications
• College Diploma in related field or administrative experience as it relates to the duties of the position
• Experienced in the use of a computerized financial information systems(i.e. UWinsite Finance)
• Experienced in the use of Microsoft Office, (Word, Excel, TEAMS), internet and email applications
• Excellent organizational skills with demonstrable experience developing and maintaining filing systems
• Demonstrable ability to multi-task.
• Excellent written and oral communication skills, including the ability to communicate with individuals at all levels of the organization
• Demonstrated ability of paying strict attention to detail while delivering a high level of accuracy
• Able to work with minimal supervision, as well as part of a team environment
• Ability to exercise tact, discretion and maintain strict confidentiality
• Excellent interpersonal skills including a high degree of cultural sensitivity and awareness of crosscultural issues

Preferred Qualifications
• Previous experience working in the purchasing/finance sector
• Basic accounting knowledge as it relates to the duties of the position
• Knowledgeable of University of Windsor Finance policies and procedures

If interested and qualified, please email your resume to dolivito@impact-staffing.com