Administrative Assistant, Procurement & Contract Services

Vancouver Island University invites applications for the regular full-time role of Administrative Assistant, Procurement & Contract Services.?In this role, you will play a crucial role in the efficient functioning of Vancouver Island University’s procurement operations, specifically focusing on all procurement and related contract services.

Reporting to the Procurement Manager or Director, you will work independently to perform a variety of confidential administrative functions in support of the Procurement and Contract Services department goals and objectives. As the Administrative Assistant, Procurement & Contract Services, you will represent senior leadership to external stakeholders, fostering positive relationships and ensuring alignment with the intuition’s objectives. The use of initiative and judgment to resolve routine and emergency issues and to monitor the flow of information through a complex and changing environment is crucial in this role.

Key Responsibilities:

• Support Procurement and Contract Services Team: By liaising with employees, faculty, public and suppliers in person and through the shared department email inbox. Provide support to the community (external and internal) by assisting with questions regarding processes and guidelines. Perform other related duties as assigned by the Manager and Director of Procurement.
• Contract Management: Maintain Contract databased for all University contracts.
• Supplier Management: Create and maintain Supplier database in the ERP system based on guidelines and processes.
• Process Improvement: Continuously evaluate and enhance procurement processes, systems, and workflows to optimize efficiency, effectiveness, and transparency.
• Reporting and Analysis: Generate and update reports, metrics, and analyses related to procurement and contract services activities. Provide insights and recommendations based on data-driven assessments.

Required Qualifications:

• Diploma in a related field or discipline such as business administration, supply chain management, or a related field.?
• Minimum of one year experience, preferably in a procurement or contract management environment.