The eCommerce Manager is responsible for the development and implementation of Vanderbilt's business-to-business strategy (electronic shopping, purchase order delivery & electronic invoice receipt) including preparation of detailed analytical analysis reviewing the Vanderbilt supply base, spending trends and changes in buying habits.
The eCommerce Manager maintains the Aquiire supplier system (hosted & punch-out catalogs) and works in collaboration with Vanderbilt's Information Technology organization to ensure the seamless integration between the Oracle ERP, Aquiire and Vanderbilt suppliers. The eCommerce Manager is also responsible for ensuring the delivery of purchase orders and receipt of invoices via cXML, email, or fax in conjunction with Vanderbilt's integration partner, Aquiire.
As a member of the Purchasing and Payment Services Team, the eCommerce Manager assists in establishing and maintaining strong, collaborative relationships with Vanderbilt's faculty, staff and students and identifies additional ways to be of service and ensure customer satisfaction. This position supports the success of a high-performing organization by helping to champion and drive the full procure to pay process.
About the Work Unit:
The Purchasing and Payment Services Team (P&PS) serves as the single point of contact for all centralized procurement and payment activities at the university, setting the overall strategy for Vanderbilt University's purchases and payments. As part of the Division of Finance, Purchasing and Payment Services provides an integrated approach to purchasing goods and services by connecting and integrating the procurement function to and throughout the entire supply chain processes within Vanderbilt to the final goods and services receipt process, and finally to payments issued to suppliers.
About Vanderbilt University:
Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university's students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday.
Key Functions and Expected Performance:
Works closely with colleagues across the Purchasing & Payment Services organization and with university stakeholders to ensure the effective development and delivery of an electronic catalog shopping experience.
Prepares detailed analytical analysis reviewing the Vanderbilt supply base, spending trends and changes in buying habits and presents findings to university leadership, including recommendations for improvements to the electronic catalog and/or business to business processes.
Maintains excellent customer relations to ensure the electronic catalog buying experience meets the needs of Vanderbilt's faculty and staff; serves as primary point of contact for departmental inquiries regarding the electronic catalog.
Ensures the accuracy, completeness, and integrity of contracts and agreements and supporting schedules in preparation for finalization and execution.
Maintains excellent supplier relations, including follow-up to supplier inquiries; serves as primary relationship manager for all suppliers in the Aquiire platform.
Ensures the timely and accurate delivery of purchase orders dispatched to suppliers via cXML, email, or fax.
Conducts routine audits of pricing and goods offerings of hosted and punch-out suppliers.
Ensures the timely and accurate receipt of supplier invoices transmitted to Vanderbilt via cXML.
Analyzes university spend patterns and buying habits to identify and onboard new suppliers for inclusion in the Aquiire catalog platform.
Communicates both verbally and in writing to suppliers when necessary to ensure that additions and changes to the Aquiire electronic catalog are accurate and complete.
Documents and implements policies and procedures related to eCommerce and electronic catalog maintenance and assists in the creation and monitoring of audit controls.
This position does not have regular supervisory responsibility, though it may take lead with a teams of peers both within and across functions on specific projects. This position reports administratively and functionally to the Director of Purchasing Services.
Education and Certifications:
A Bachelor's degree from an accredited institution of higher education or equivalent experience in eCommerce, Purchasing or Accounts Payables and/or equivalent as typically achieved in 5 or more years is necessary.
Experience working with electronic catalog shopping platforms (hosted & punch-out catalogs) and ERP systems (e.g. Oracle, Lawson, Banner) is necessary.
Experience and Skills:
Intermediate to advanced Excel, Word and PowerPoint skills are necessary.
Understanding of cXML business communication protocol is preferred.
Ability to simplify complex problems, processes or projects into component parts, explore and evaluate them systematically is preferred.
Ability to understand commercial imperatives and trading relationships is preferred.
Ability to build and maintain effective working relationships with a range of people understanding their needs and goals. Shows sensitivity and tact is preferred.
Ability to work effectively with others to be part of a team, as opposed to working separately or competitively is preferred.
Openness to change, adaptability, and the willingness to work effectively in a variety of situations, individuals or groups is preferred.
Ability to understand and appreciate different and opposing perspectives on an issue is preferred.
Ability to foster imagination, creativity and experimentation, taking and promoting considered risks, celebrating creative successes and learning from failure, showing openness to alternative ways of doing things is preferred.
Experience in a complex organization, with a strong purchasing and payables background is preferred.
Strong understanding of principles and the application of e-Procurement technologies and ideally an understanding of Oracle Cloud is preferred.
Ability to negotiate supplier contracts to facilitate win-win solutions is preferred.
Strong interpersonal skills and the ability to develop and maintain relationships with key stakeholders is preferred.
Proven detail oriented work style in collaboration with effective written and verbal communication skills are preferred.
Experience with electronic catalog purchasing processes and systems as well as accounts payable processes and terminology knowledge is preferred.
In addition to offering a lively community that encourages learning and celebrates diversity, VU offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses and dependent children. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview
Key Characteristics of a Successful Team Member in this Work Unit:
Analytical & Detail-Oriented – Accurately assesses information and applies applicable law, policy and procedure. Considers the long term implications of actions today and advises employees appropriately. Even small mistakes can create big issues; attention to detail work indicates care about the outcomes.
Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.
Raises the Bar – Expects and delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better. Places a high value on learning and getting better
Hard-Working – Is industrious as well as efficient (busy isn't the same as productive). Can juggle multiple competing priorities simultaneously without becoming overwhelmed.
Teamwork – Genuinely values teamwork and co-workers; make them feel valuable and important by acknowledging what they do well. Doesn't expect from others effort that one is unwilling to do themselves. Finds ways to acknowledge other's strong suits.
General Characteristics of a Successful Vanderbilt University Staff Member:
Acceptance of Feedback – Takes constructive criticism with grace, and make improvements without taking it personally or holding grudges. When wrong, owns it – freely admits mistakes.
Adaptability – Reads cues and adapt accordingly. Adjusts style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts.
Assumes Positive Intent – Assume that others are working and taking action with good intentions. They may not have all the information yet and asking thoughtful questions and providing information is critical to mutual understanding and moving forward with success.
Assumes the Best -- Assume that others are working as hard as you are on things that are as important as what you are working on. Just because you don't know what someone does, it doesn't mean they're not doing anything.
Autonomous – Self-managing; self-motivated. Manages time, activities and outcomes well so that progress stays on track. Cleans up after themselves.
Believes – Believes in the work being done and in the importance of the organization's mission.
Creative Thinking – Goes beyond the boundaries of the job description, willingly takes on new challenges, finds creative solutions rather than always awaiting direct instructions
Eager – Enthusiastic, wanting to learn, wanting to continue one's personal and professional development and expertise.
Helpful Nature – Offers to help lighten the load for others in times of need. Volunteers rather than waiting to be asked. Understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate.
Honest and Transparent – Doesn't have hidden agendas. Doesn't play people against each other. Is authentic and forthright.
Maturity – Exhibits professional maturity; doesn't pass the buck to dodge accountability; doesn't engage in petty office politics or inappropriate social conduct
Naturally Communicates – Readily shares information and is comfortable working within a highly collaborative team. Communicates proactively. Understands that open communication and the sharing of knowledge is fundamental to the success of the team. Asks for advice, and considers it thoughtfully.
Nice – Asks caring, interested questions and is a good listener. Smiles and is grateful. Sends appropriate notes of thanks to others who have helped. Avoid gossip or saying negative things about co-workers. Patient and generous. Make suggestions rather than stating hard and fast opinions. Avoids being negative, sarcastic, and cynical.
Optimistic – Is friendly, tirelessly cordial, polite, and genial. Comes in to work with a good attitude and doesn't bring their own personal ‘little black clouds’ into the work environment.
Perspective – Maintains a sense of humor and perspective. Can laugh first and foremost at oneself.
Praises Publicly; Criticizes Privately – When dealing with a difficult co-workers or customers, ‘pretend your children are watching’ how the situation is handled. Good manners help keep a cool head. Gives credit where credit is due.
Reliable – Does what they say they will do, when they say they will do it. Shows up for work when expected. Doesn't push the burden of work volume or deadlines to others.
Resilient – Is resilient in the face of daunting challenges and setbacks; bounces back readily.
Respect – Is friendly, tirelessly cordial, patient, polite, and genial. Comes in to work with a good attitude and is ready to help campus employees, managers, and colleagues through what may be a difficult and overwhelming time for them.
Responds Promptly – When emails and phone messages aren't returned in a timely way, it sends the message that the other party is not important. Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response.
Sharing – Shares information. Communicates proactively. Transmits knowledge; recognizes that ‘knowledge is power’ is less effective than ‘sharing knowledge is power.’ Asks for advice, and considers it thoughtfully.
Works through Issues – Recognizes that the work is about successful outcomes. If things aren't going well, outcomes suffer. Is willing to have crucial conversations if things aren't going well. Doesn't just complain to management . . . does everything possible to remedy the situation directly first.
Internal Number: 1800548
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.