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Stanford University Purchasing Advisor in Stanford, California

Purchasing Advisor

Residential & Dining Enterprises, Stanford, California, United States


Post Date Apr 08, 2021

Requisition # 89112


Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing the highest quality services to students and other members of the university community in a sustainable and fiscally responsible manner. The department is the steward for a $1.8 billion asset portfolio covering 1/3 of Stanford’s campus and has a $272 million annual operating budget for FY17. R&DE comprises 800+ staff in the following divisions: The Office of the Senior Associate Vice Provost (SAVP Office), Student Housing, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, Maintenance Operations & Capital Projects, and a team of four R&DE strategic business partners: Finance & Administration, Human Resources, Information Technology, and Strategic Communications. R&DE houses 13,000+ students and their dependents while serving over 6.5 million meals annually to students, conference, catering, retail, and concession guests and annually hosts a combined 52,000 guests in the Stanford Guest House and on-campus in Stanford Conferences.

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.


This division supports all R&DE operations and provides strong stewardship of its facilities by delivering daily and preventive maintenance, executing 50-year asset renewal model, managing design and construction of capital and other essential projects, infusing sustainability, safeguarding occupational health and safety, monitoring life-safety systems and after-hours security, overseeing furnishings/fixtures and parts inventory, administering move services and the fleet, managing utilities and waste, ensuring emergency preparedness and business continuity, and providing space and property administration.


Work under general direction to support the MCP Maintenance Operations group activities by contracting for a variety of goods and services in a timely, cost-effective manner, for a diverse clientele including building trades/equipment-related parts, supplies, and materials. Maintain productive client relationships and provide excellent customer service to client groups.


  • Produce contracts for a variety of goods and services in a timely manner for a diverse clientele.

  • Develop and maintain productive client relationships with knowledge and understanding of client's purchasing requirements.

  • Manage and track progress of assigned work from receipt to completion using Buyer's Work Center to ensure quick turnaround.

  • Advise clients on procurement/contract issues, policy, contractual liability, and other contract/subcontract issues.

  • Support Maintenance Operations with the sourcing and supplier management processes as directed, including conducting and managing the bid/proposal process.

  • Manage the periodic inventory cycle count.


Education & Experience:

Bachelor's degree and three years of relevant experience, or a combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Well versed in university and procurement policy and working knowledge of contract law.

  • Demonstrated experience in the preparation of contracts for various types of services including, but not limited to, architectural design, construction, licensing, and consulting services.

  • Independent, self-motivated nature and the ability to multi-task in a dynamic, fast-paced environment.

  • Excellent Microsoft Word and Excel skills.

  • Familiarity/working knowledge of purchasing and inventory management systems.

  • Excellent verbal and written communication skills.

  • Outstanding organizational and problem-solving skills.

  • Familiarity/knowledge of commodities related to maintenance operations.

  • Provide back-up coverage for receiving.

Certifications and Licenses:



  • Ability to promote diversity, multiculturalism, and inclusion in the execution of role.

  • Successfully combine hard (e.g., technical knowledge, critical and analytical thinking, problem solving) and soft skills (e.g., people skills, communication, such as active listening, interpersonal and intrapersonal relationship

  • Demonstrates effective emotional intelligence, especially in situations with time constraints.

  • Understands multiple cultural frameworks, values, and norms.

  • Negotiates and facilitates through cultural differences, conflicts, tensions, or misunderstandings.


  • 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.

  • Ability to obtain and maintain a valid California non-commercial class license.

* - 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 the job.


  • May require extended working hours during peak cycles; travel to school/unit sites across university and off campus.

  • May be exposed to allergens, biohazards, chemicals, noise >80dB TWA, radiation, electromagnetic fields, high voltage electricity and temperature extremes at school/unit or off campus sites.


  • When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford’s 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,

This role is designated as essential and requires incumbents to report to the worksite. Telecommute is not an option for this role.

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 the 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.

Additional Information

  • Schedule: Full-time

  • Job Code: 4421

  • Employee Status: Regular

  • Grade: G

  • Requisition ID: 89112