Job Category: Full-time Term Exempt Overtime Eligible: Exempt Benefits Eligible: Benefit Based
Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.
Job Summary The LIGO Senior Purchasing Specialist works under the general direction and guidance of the LIGO Procurement Manager, reviews requisitions and terms and conditions, negotiates price and terms, and collaborates with the technical team to select suppliers for a wide variety of commodities, which may include but are not limited to equipment, supplies, services, or any combination of commodities. The LIGO Buyer prepares purchase requisitions, interviews suppliers, executes bid comparisons, and follows through on delivery coordination as required. The successful candidate will utilize an understanding of Institute operations and policies, a thorough knowledge of purchasing principles, and the ability to use independent judgment and initiative to navigate procurement obstacles.
Job Duties - Guides assigned departments/customers throughout the RFP and contracting process, including developing specifications, scopes of work, evaluation criteria, and system navigation - Evaluates and analyzes solicitations and facilitates evaluation teams to determine the contract award - Performs and assists with market research to determine the procurement strategy - Ensures compliance with applicable laws, standard industry specifications, internal procedures, general provisions, and other applicable regulations - Coordinates the solicitation process including developing and customizing RFP documents, establishing solicitation lists, determining the need to issue addenda, scheduling supplier/contractor interviews, completing reference checks and ensuring the broadest and fairest competition possible - Advises and assists respective bidders in all aspects of bidding processes and subsequent actions, including the preparation and submission of required reports, submittals, and documentation - Reviews documents for accuracy, content, and legality - Develops negotiation strategies to maximize cost savings and minimize risk - Performs detailed costprice analysis - Ensures payment terms and methods are appropriate - Drafts contracts, executes modifications as needed, and coordinates the award of contract - Serves as liaison to solve contractual problems and disputes and to process contract modifications, if needed - Manages the contracts process through the Caltech Procurement tools - Owns contract process from initial customer engagement through execution - Utilizes established Institute policies, procedures, and practices - Identifies appropriate guideline for accomplishing tasks, requires a high degree of discretion and judgment - Documents procurement selection criteria to comply with internal and external audit requirements, including but not limited to written procurement justifications, market research, and costprice analysis - Manages Postaward activities including invoice support and closeout - Works cooperatively with other members of the LIGO Laboratory and Caltech Procurement Team to ensure the highest service level possible - Participates actively in group meetings and consistently strives to improve the organization - Develops workflow processes and provides guidance/training to technical staff as required - Other duties as assigned - Travels to other LIGO sites in Louisiana, California, and Massachusetts as necessary
Basic Qualifications - Bachelor's degree in business or related fields, plus ten years of procurement and contract management experience. Ten years of experience can replace a degree plus five years - Experience as lead negotiator for pricing, schedule, and terms - Must have excellent communication skills (verbal and written), organizational skills and a high level of initiative - Proven ability to handle multiple tasks in a fastpaced, deadlineoriented environment - Good organizational, attention to detail, time management, customer service, and problemsolving skills - Able to work independently with minimal oversight - Able to work collaboratively with all staff levels while complying with Caltech Procurement Policies and Cooperative Agreement requirements - Experience in applying best business practices in governmentrelated subcontracts, a solid understanding of applicable laws, government regulations, and advanced knowledge of Microsoft Word, Excel, and Adobe PDF and experience with database tools - Must have a valid driver's license at the start of employment and maintain throughout their employment - Must be willing to travel via airplane to Louisiana, California or Massachusetts as necessary
Preferred Qualifications - Experience with design and build construction and fabrication projects - Experience with Oracle or similar ERP system - Experience with grants funding experience - Experience with National Science Foundation large facility or cooperative agreements - Experience coordinating with other work locations outside of primary work location - Knowledge of Federal Acquisition Regulations (FAR) - Knowledge of Code of Federal Regulations (CFR)
EEO Statement We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.
Caltech is a VEVRAA Federal Contractor.
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