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ABOUT STANFORD UNIVERSITY AND RESIDENTIAL & DINING ENTERPRISES:

Founded in 1891, Stanford University is among the top academic institutions in the country, excelling in a wide range of fields, from the humanities to information technology to the health sciences and medicine. The University is located near Palo Alto, 35 miles south of San Francisco, on an 8,800-acre campus.

Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing high-quality services to students and other members of the university community. The department has an annual operating budget of over $350M, operates 24/7/365, and oversees a $3B asset portfolio comprising a 7 million sq. ft. physical plant across the campus. In autumn quarter of the 2021-22 academic year, R&DE will return to providing housing for over 13,000 students and dependents, serving meals at 17 dining halls, 12 retail locations, and operating athletic concessions and conference operations. Additionally, R&DE comprises 900 FTE staff in the following divisions: Student Housing Operations, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, Maintenance Operations and Capital Projects, and a team of R&DE strategic business partners: Finance & Administration, Information Technology, Human Resources, and Strategic Communications.

"Students (Customers) First" is the mantra of R&DE and our strategic goals reflect our commitment to delivering quality and excellence to our constituents every day. In R&DE, "Excellence is defined by aligning our strategic goals and performance with our vision."

Stanford and R&DE are committed to creating and sustaining a diverse environment. R&DE's dedication to promoting diversity, multiculturalism, and inclusion is reflected in our work of providing service excellence to our students. Diversity is more than a commitment—it is foundational to what we do. We are fully focused on equality and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin, and all the other characteristics that make us different.

JOB PURPOSE:

The Buyer 3/Purchasing Coordinator works under the direction of the Foodservice Purchasing Manager to support procurement services by performing complex procurement functions for the acquisition of commodities, primarily food and supplies, in a timely, cost-effective manner, for a diverse clientele. As well as provide excellent customer service to client groups, assist with vendor relationships and coordinate with Finance & Admiration colleagues.

Specifically, provide hands-on support and assistance in building and maintaining the information systems supporting Stanford R&DE food service operations:

CORE DUTIES:

Review, amend, deny and approve purchases of complex and higher dollar value or of unusual items and/or services.
Identify potential vendors, prepare Request for Quotations (RFQ), Requests for Proposals (RFP), conduct site visits, obtain bids, prepare and evaluate bids and negotiate with suppliers.
Investigate new sources for hard-to-find or specialized facilities equipment and supplies.
Assist the requesting organization in developing statements of work, identifying sources and in performing overall acquisition planning for the project.
Resolve contractual issues by interacting with various requesters, suppliers, senior level project managers, educational institutions and government agencies.
Prepare market and cost analysis reports
Make recommendations for the selection of supplies and equipment for the department.
May participate in highly complex contract negotiations.
Enter and manage data within the organization’s food service database. Ensure that information is accurately entered in the system and follow proper procedures for formatting and securing data. May also update data according to a set schedule or at a user’s request, working to maintain data integrity while making these changes.
Prepare comprehensive Excel reports, build order guides and documentation related to the food service database system or the data itself. This can include routine documents, such as order guides, usage reports, and sales report.
Provide training and advice to employees on correct database access and usage. This can include demonstrating how to use systems to make purchases, conduct inventory, submit invoice payment requests, or properly requesting new items to enter into the database.
Commodity procurement, including but not limited to, purchase food and supplies, using bids analysis, negotiated or fixed pricing
Monitor supplier performance for quality as well as cost, and compliance with associated terms and conditions.
- Other duties may also be assigned

MINIMUM REQUIREMENTS:

Education & Experience:

Bachelor's degree with five years of procurement experience or a combination of education and relevant experience.

Knowledge, Skills and Abilities:

Very organized, detailed, and with excellent follow-through and customer service
Extensive experience placing complex and unusual to complex purchase orders relative to best value and reasonableness of price costing.
Demonstrated experience in working with various methods of contract types such as Firm Fixed Price and Basic Ordering Agreements.
Strong analytical skills, with demonstrated experience in preparing analytical Excel reports
Ability to work in a dynamic environment to identify, clarify and resolve routine to complex and unusual problems (e.g. resolve technical discrepancies on Purchase orders as they arise).
Demonstrated ability to work independently and in a team environment.
Demonstrated effective written and verbal communication skills.
Must have the ability to take initiative to complete duties proactively, and work under varying deadlines.
Experience partnering with internal customers, learning/understanding business needs and providing excellent procurement services.
Demonstrated knowledge in advanced skills with Microsoft Office Suite, PeopleSoft/Oracle/SAP, Google Docs, Google Sheets and Excel. Eatec/Agilsys menus systems desired.

Certifications and Licenses:

None

PHYSICAL REQUIREMENTS*:

Frequently perform desk based computer tasks, use a telephone, sit and use light/fine grasping.
Occasionally stand, walk and write by hand, lift, carry, push, and pull objects weighing 10 pounds or less.
Rarely kneel, crawl, climb, twist, bend, stoop, squat, reach or work above shoulders, grasp forcefully and sort, file paperwork or parts.
- Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

WORK STANDARDS:

Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

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