Buyer

TITLE: Buyer
DEPARTMENT: Finance & Administration
REPORTS TO: Senior Director of Contracts & Purchasing
STATUS: Full-time, Exempt
SALARY/PAY RATE: $63,500 - $68,000
LOCATION: Chicago IL, Hybrid
 
POSITION OVERVIEW: The Buyer provides, in support of the Senior Director of Contracts and Purchasing, day-to-day operational support for all purchasing related matters for Shedd Aquarium.  The Buyer collaborates with and provides support to departments throughout the institution to ensure the timely and cost-effective acquisition of materials/services while maintaining appropriate quality standards. Given the business of the Aquarium, this role brings tremendous variety and unique opportunities and challenges. In addition to operational support, the Buyer is responsible for issuing bids and RFPs for non-complex goods, negotiating prices as needed, selecting and managing vendors, working cross-functionally throughout the organization, and coordinating all day-to-day purchasing activities.  

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.   

• Demonstrate commitment to Shedd’s vision, mission, and values.   
• Collaborate with departments by researching, planning and negotiating on behalf of the user departments to facilitate an efficient methodology for the purchasing of goods and services.  
• Consolidate and centralize purchases throughout the organization to take advantage of large volume discounts, eliminate redundancy, and introduce best practices.   
• Timely and accurately process all documentation relating to Aquarium procurement activities.  
• Perpetuate a 12-month rolling schedule (buying plan) of all active, budgeted, or required contracts while also planning for and supporting the renewal, renegotiation, or rebidding of expiring contracts in a proactive and timely fashion.  
• Assist staff in the development of specifications of goods and services to be purchased.  
• Identify and qualify potential vendors, obtain proposals/quotes, negotiate prices and terms of purchases, issue purchase orders, and recommend credit card purchases as necessary.  
• Request quotes for required goods and services.  Evaluate vendor responses with appropriate staff.  
• Follow up with staff and vendors on the status of orders when irregularities arise.  
• Monitor the use of vendors who are designated as Diverse Business Enterprises (DBEs) and prepare all required reports documenting such use.  
• Enter and maintain supplier information in Shedd’s financial system, including ensuring that information is accurate, and suppliers are categorized properly for 1099 reporting.  
• Maintain documentation relating to policies, procedures, and training. 
• Maintain external facing information on how to do business with Shedd Aquarium.  
• Communicate and coordinate the purchasing activity for certain designated Preferred Vendors as the sole providers of certain goods or services as a result of special circumstances, competitively bid, or negotiated special rates or terms.  Provide any recommendations for deviation to the Senior Director of Contracts and Purchasing for review and approval.  
• Recommend to the Senior Director of Contracts and Purchasing any changes to purchasing policies and procedures that appropriately balance cost, service, quality and other considerations in the purchase of goods and services.  
• Perform other duties as assigned. 

  
QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill, and/or ability required. 

Education & Experience: 

• Bachelor’s degree preferred, or an equivalent combination of education and relevant experience.  
• Three to five years of relevant purchasing, procurement, sourcing, contract administration, or related experience.  
• Procurement certification, such as NIGP or ISM certificates, preferred but not required.  
• Experience in a nonprofit or similarly complex organization preferred. 

Knowledge, Skills & Abilities:   

• Working knowledge of purchasing and procurement practices, with the ability to learn and consistently apply organizational purchasing procedures. 
• Strong analytical and problem-solving skills, including the ability to evaluate information, exercise sound judgment, and independently identify and resolve issues. 
• Strong written and verbal communication skills, with the ability to clearly and professionally communicate complex purchasing, vendor, and business-related information. 
• Working knowledge of basic contract principles, including terms and conditions, pricing, scope of work, and vendor obligations. 
• Ability to effectively negotiate and work with suppliers while balancing cost, service, quality, and organizational needs. 
• Strong customer-service orientation with the ability to build effective working relationships and respond to internal partners, colleagues, and suppliers in a timely, professional, and diplomatic manner. 
• Highly organized and detail-oriented, with the ability to independently manage multiple priorities, take initiative, and meet competing deadlines while working collaboratively as part of a team. 
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint. 
• Experience with Sage Intacct preferred. 
• Experience with a contract management system preferred. 
• Ability to maintain confidentiality and appropriately handle sensitive information. 

BENEFITS WORKING AT SHEDD: We offer competitive compensation packages and opportunities for professional growth within our organization. 

• Medical Insurance, including FSA and HSA plan options
• Vision and Dental Insurance 
• Accrued Paid Time Off 
• Up to 12 Paid Holidays 
• Life Insurance 
• Parental Leave and Adoption Assistance
• 401(k)
• Discounted Parking and Public Transit Subsidies
• Employee Assistance Program
• Employee Wellness program, including Preventive Care Incentive 
• Employee Discounts
• Employee Tickets 

Reasonable Accommodations: 
Shedd Aquarium is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need reasonable accommodations for any part of the employment process, please email us at [email protected]. 

We strongly encourage people of color, LGBTQ+ community, veterans and active duty military, parents, individuals with disabilities, and individuals from all cultural backgrounds to apply. Shedd Aquarium is an equal opportunity employer and welcomes everyone to our team.