Strategic Sourcing Coordinator

Procurement Coordinator

Chicago, IL (Hybrid)The American Medical Association (AMA) is the nation's largest professional Association of physicians and a non-profit organization. We are a unifying voice and powerful ally for America's physicians, the patients they care for, and the promise of a healthier nation. To be part of the AMA is to be part of our Mission to promote the art and science of medicine and the betterment of public health.

We continuously work to embed equity in our internal practices and are committed to increasing the diversity of our staff across all levels of the organization. We intentionally work to create the right conditions to enable our employees to feel that they can be their authentic selves and fully participate in the life of the enterprise.

We encourage and support professional development for our employees, and we are dedicated to social responsibility. We invite you to learn more about us and we look forward to getting to know you.

We have an opportunity at our corporate offices in Chicago for a Procurement Coordinator on our Finance team. This is a hybrid position reporting into our Chicago, IL office, requiring 3 days a week in the office.

As a Procurement Coordinator you will be responsible for supporting Strategic Sourcing by administering AMApurchase order and helping with processing contracts. Responsible for enteringand issuing purchase orders, administering agreements through the CLM MatrixContract System for designated business units, and serving as backup to theContract Coordinator. Also responsiblefor monitoring the Strategic Sourcing inbox, filing and maintenance of records,and enforcing AMA purchasing and contracting policies and procedures.

RESPONSIBILITIES:

Procurement

• Review Purchase Requisitions for completeness and accuracy including proper approval level, account distribution and special coding for tax, freight, and capital control numbers.
• Review, input, and issue Purchase Orders (PO's) within defined service level agreement, utilizing either the Lawson Accounts Payable/Purchase Order System or the Requisition Center automated system. Electronically return the actual PO to the requestor as appropriate.
• Manage and approve office supply orders with contracted vendor daily. Provide follow-up with requestors and the vendor's representative on unusual, unapproved and/or out of stock office supply requests.
• Work with vendor's representative to add or remove users, budget codes and products.
• Aid AMA buyers on the proper use of the Lawson Accounts Payable/Purchase Orders System and the appropriate steps for Purchase Requisition review.
• Answer questions and resolve problems as they arise. Ensure process and system documentation is appropriate and up to date.

Contracts

• Administer agreements through the CLM Matrix Contract System for designated business units and serve as backup to Corporate Contract Coordinator as necessary.
• Utilizing the CLM Matrix Contract System automated PO feature, create Purchase Orders for all expenses contracts up to $25,000.
• Interpret contract terms and ensure proper internal control procedures are adhered regarding the payments to vendors pursuant to the terms and limitation of the contracts or statements of work.
• Assist Business Unit CLM initiators on the proper use of the CLM Matrix Contract System.
• Answer questions and resolve problems as they arise.

Strategic Sourcing Support

• Support procurement in process improvement; recommend and implement new process
• Support Sourcing projects utilizing vendor database

May include other responsibilities as assigned

REQUIREMENTS:

1. High school graduate required: Associates Degree preferred.
2. Minimum 5 years related financial/accounting experience required. Experience in contract administration highly desirable. Experience in contract financial review or legal and regulatory compliance a plus.
3. Minimum of 2 years' experience with both the Lawson Accounts Payable/Purchase Order System and the CLM Matrix Contract System, or similar software.
4. Knowledge of Microsoft Office Suite (Excel, Outlook, PowerPoint, and Word).
5. Strong written and verbal communication skills.
6. Strong organizational skills.
7. Ability to work under tight deadlines and prioritize responsibilities.
8. Ability to work effectively in a fast-paced environment.
9. Ability to learn new concepts and skills quickly.
10. AMA's safety and policy protocols require proof of full vaccination against COVID19 for employment at AMA (including booster when eligible). Employees may apply for a religious or medical exemption from getting the vaccine.

The American Medical Association is located at 330 N. Wabash Avenue, Chicago, IL 60611 and is convenient to all public transportation in Chicago.

We are an equal opportunity employer, committed to diversity in our workforce. All qualified applicants will receive consideration for employment. As an EOE/AA employer, the American Medical Association will not discriminate in its employment practices due to an applicant's race, color, religion, sex, age, national origin, sexual orientation, gender identity and veteran or disability status.

THE AMA IS COMMITTED TO IMPROVING THE HEALTH OF THE NATION