Vendor Relations & Data Specialist, Purchasing Services, Administration & Finance

Job Overview

The Vendor Relations and Data Specialist provides entry‑level professional support for supplier maintenance and related purchasing activities within the University’s centralized purchasing shared services function. This role serves as the primary resource for maintaining supplier records in the PACE system to enable compliant and efficient purchasing and direct payment processes.

Essential Functions

• Maintain and update supplier records in PACE to support purchasing and direct payment activities, ensuring accuracy, completeness, and compliance with University requirements.
• Handle confidential supplier information, including PII and payment‑related data, in accordance with University policies, internal control standards, and applicable regulations.
• Support supplier onboarding and maintenance activities associated with requisition-to-PO purchasing processes.
• Serve as a functional subject matter resource for supplier maintenance within PACE, including understanding system capabilities, configuration limitations and known process challenges.
• Review supplier requests and supporting documentation to ensure required information is complete, accurate, and appropriately validated prior to system entry.
• Participate in supplier data validation, audit and cleanup efforts to improve data integrity, reduce risk and strengthen internal controls.
• Prepare requisitions for conversion into purchase orders for decentralized departments outside of Campus Services and Digital Technology, including ensuring appropriate documentation of supplier selection, payment requirements, and vendor instructions.
• Review requisitions submitted by decentralized units for completeness and accuracy related to supplier information and payment method; coordinate follow‑up or corrections as needed.
• Serve as a primary shared services contact for supplier‑related questions from campus units and external suppliers.
• Work closely with the Associate Buyer responsible for PACE supplier maintenance to support cross‑training, backup coverage, and consistent execution of supplier onboarding and maintenance processes across systems.
• Identify opportunities to improve and streamline supplier onboarding, maintenance, and communication processes; recommend enhancements to workflows, guidance, and documentation to improve efficiency and customer experience.
• Assume ownership of at least two defined purchasing or supplier maintenance work processes, including: responsibility for maintaining current job aids, step-by-step instructions, and reference materials; updating documentation to reflect policy, process, or system changes; and serving as a point of contact for questions related to assigned processes.
• Maintain organized supplier and purchasing records to support audit readiness, compliance review, and internal reporting.
• Collaborate with Accounts Payable, Strategic Sourcing, and other partners to resolve supplier, payment, and data‑related issues.
• Participate in training and professional development activities to build procurement, policy, and system knowledge.

• Perform related duties based on departmental need; this job description may change at any time

Required Education

• Bachelor’s Degree in business, finance, supply chain, information systems, or a related field.
• Four (4) years of relevant education, experience and/or other specialized training can fulfill minimum education and experience requirements.

Required Experience

• Demonstrated administrative or operational experience in a professional office environment.
• Experience maintaining data or records in an enterprise financial or administrative system.
• Experience following defined procedures and maintaining accurate documentation.
• Experience providing customer service or operational support to internal stakeholders.

Additional Qualifications Considered

• Experience supporting supplier onboarding, vendor maintenance, or master data functions.
• Experience working with SAP or other enterprise resource planning (ERP) systems.
• Familiarity with direct payment processes or payments to individuals.
• Experience supervising or directing student employees.
• Experience working in higher education or the public sector.
• Experience documenting processes or creating job aids or reference materials.
• Experience working in a shared services or centralized support environment.
• Strong attention to detail, problem‑solving skills, and a continuous improvement mindset.

Physical Requirements/Work Environment