Purchasing Associate

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Job Category: University Staff

Employment Type: Regular

Job Profile: Procurement Assistant

Job Summary: The Purchasing Associate is a part the Division of Facilities Planning & Management (FP&M), Department of Physical Plant in the operational area of Stores at the University of Wisconsin-Madison. The Purchasing Associate position is responsible for coordinating and managing procurement activities in support of departmental operations. This position ensures timely acquisition of goods and services while maintaining compliance with university policies, state regulations, and established procurement procedures. This role serves as a liaison between internal departments, suppliers, and stakeholders to support operational efficiency, inventory management, and strategic purchasing initiatives.

The Purchasing Associate exercises independent judgment in evaluating vendor options, analyzing pricing and product availability, and identifying cost effective purchasing solutions. The expected responsibilities of this role include processing purchase requests, obtaining quotes, managing supplier relationships, monitoring order status, resolving procurement issues, and maintaining accurate purchasing records. This position may also assist with contract coordination, inventory oversight, invoice reconciliation, and continuous process improvement efforts.

A qualified candidate will have strong organizational skills, attention to detail, communication abilities, and knowledge of procurement systems.

Ongoing/Renewable Full-Time: 100% FTE The work schedule is flexible and will be determined at the time of hire. Hours are generally scheduled Monday through Friday, typically within the hours of 6:00AM to 5:00PM. Occasional nights, weekends and holidays may be required for this position.

Key Job Responsibilities: Enters purchase orders and supplier information into financial system of record in compliance with established standards and with appropriate segregation of duties Maintains and files records in compliance with regulatory requirements Assists purchasing agents, buyers, and procurement specialists with editing and preparation of service agreements and one-time purchasing agreements using established forms and templates Provides response to questions from internal and external stakeholders Manages requisition-to-purchase order process including dissemination to suppliers and changes resulting in changes to financial encumbrances Prepares and monitors release of and responses to all types of solicitations Creates and maintains library of purchasing-related forms and templates

Department: Division of Facilities Planning & Management (FP&M), Physical Plant, Stores

Stores serves as a resource to the Physical Plant by assisting in the process of providing excellent building services to campus and is responsible for the procurement of services and materials used by the Physical Plant Shops, Operations, and Power Plant staff for general maintenance, departmental requests, and small projects.

The Physical Plant is a department within Facilities Planning and Management (FP&M)   on the UW-Madison campus. The Division of Facilities Planning & Management (FP&M) is a full-spectrum service organization that builds, maintains, and operates the physical environment of UW-Madison in the university's education, research, and outreach activities.

Compensation: $23.00 hourly minimum 

The minimum rate for this position is $23.00, but it is negotiable based on experience and qualifications.   This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please see below for more information: University Staff Benefits Summary .

Required Qualifications: Experience working with suppliers, vendors, or distribution channels in a procurement or operational environment

Knowledge of purchasing systems, inventory processes, and procurement of best practices

Strong analytical, organizational, and problem-solving skills

Ability to manage multiple priorities in a fast paced environment

Preferred Qualifications: Experience working within large institutional government or higher education settings

Previous purchasing, procurement, customer service, or related administrative experience is preferred

Education: High School Diploma Preferred; or equivalent

How to Apply: To begin the application process, click the "Apply" button.

Please note, there is only one attachment field. You must upload all of your documents in the attachment field, either as one combined document, or separate documents.

We are eager to learn more about how your experience may align with this position. 

The following is required for your application to be considered complete: A cover letter describing how your experience relates to the listed required and preferred job qualifications.

A resume detailing your educational and professional background.

The search committee will review all application materials after the posted deadline. We will notify selected applicants to participate further in the selection process directly. References will be requested of final candidates. All applicants will be notified after the search is complete and a candidate has been selected.

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of appointment. 

Contact Information: Passion Malotky, 608-890-1852, passion.malotky@wisc.edu Relay Access (WTRS): 7-1-1. See  RELAY_SERVICE  for further information

Institutional Statement on Diversity: Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

The University of Wisconsin-Madison is an Equal Opportunity Employer.  Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website .

To request a disability or pregnancy-related accommodation   for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR)  in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.    The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).    The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department .