The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.Procurement Services has an outstanding opportunity open for a Temporary Supplier Management/Vendor Control Program Coordinator.The Program Coordinator position supports the university's supplier onboarding and maintenance activities to ensure accurate supplier information and compliance with UW procurement, payment and reporting processes. This position is part of a team committed to continuous process improvement utilizing Lean principles and tools.Duties:Operates as primary staff for processing online IRS forms for new domestic suppliers and foreign suppliers of various IRS and university entity types, including Individual, LLC, Partnership, Sole Proprietorship, Corporation, Real Estate and Revolving Fund to add to the university's supplier database. Responsible for updating supplier order and remittance address changes and/or additions and processing change requests for supplier acquisition, merger or business entity changes. Communicates payment systems enrollment instructions to all UW suppliers and performs regular follow-up to ensure completion of tasks. Communicates and processes account additions, changes and removals in the procurement software database.Perform front-line supplier support services, serving as first point of contact for supplier additions and changes to the university's supplier database. Communicate effectively with both internal and external customers through standard forms of phone and written communication, using a variety of communication skills as appropriate including active listening skills, conflict resolution, etc. Provide clear, courteous responses to inquiries. Communicate effectively with a broad customer base and develop high-quality responses for full issue resolution.Develop deep knowledge in order to consult and advise suppliers, staff and faculty regarding the full spectrum of supplier types and their related tasks, policies, procedures and supplier software functionality. Independently advise, interpret and inform suppliers and departmental customers regarding policies, procedures and activities ensuring compliance with University, state and federal policies, rules and regulations with regard to proper procurement and payments and reporting of supplier income.Evaluate and advise suppliers and departmental customers regarding inaccurate, incomplete and high risk supplier registrations utilizing strict procedures to ensure risks to the university of audit, fines or fees are mitigated appropriately. Ensure communication of IRS lien, levy, B1/B2 and bankruptcy notices are met with appropriate updates to the university's supplier file in compliance with state and federal requirements.Develop proficiency in and utilize multiple software systems to describe and troubleshoot issues related to UW supplier status, payment enrollment processes, procurement software account status and university invoicing procedures. Collaborate with internal teams to resolve supplier and payment status inquiries. Identify, research and resolve inquiries regarding supplier and procurement software tools.Maintain Supplier Management procedural documentation on department intranet and internal and external FAQ repository (currently utilizing Drupal).Actively participate in strategic project teams. Actively participate in continuous process improvements using Lean methodology, reviewing and analyzing data from work processes, communicating ideas for improvement and reporting progress.Additional responsibilities as assigned.Position provides utilization and front-line support for these supplier, procurement, financial systems and reports:*Supplier Registration Workflow*PAS*Human Resources payroll software (Workday and OPUS)*Ariba Spend Management*Ariba Buyer*ASTRA*Bank of America CashPro*Bottomline PayMode-X*Bank or America Works*All Procurement Services Customer & Central Office Reporting Tools, including those in:oAribaoPDRoB.I. Portal reportsRequirements:High school graduation or equivalent AND two years of experience in the program specialtyORequivalent education/experience.*Two to three years of experience working with financial and procurement systems which demonstrate success in:oProviding customer support for supplier management, procurement, and/or financial systemsoCommunicating effectively through oral and written meansoParticipating on project teams using data-driven decision-making and reporting success metrics*Proficiency in the entire Microsoft Suite of programs (Outlook, Excel, Word, PowerPoint, OneDrive)Desired:*Experience working with state university or other state institution systems*Experience using content management systems such as Drupal*Preference will be given to candidate with UW systems experience.Application Process:The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter, and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.