Job Description

Position Overview 

Reporting to the Chief Administrative Officer and working collaboratively across departments, the Procurement Officer is responsible for managing the Program’s procurement functions to ensure efficient, compliant, and cost-effective acquisition of goods and services. 

This position serves as a key operational resource supporting procurement planning, vendor management, and contract execution across the organization. The Procurement Officer is expected to exercise sound judgment in balancing fiscal responsibility, regulatory compliance, operational efficiency, and the Program’s mission of serving enrolled families. 

This role operates in an environment where procurement decisions may directly affect the continuity of services for families. As such, the position requires not only technical procurement expertise but also the ability to consider service continuity, stakeholder impact, and long-term program stability. 

This position is Exempt under the Fair Labor Standards Act (FLSA). 

Duties & Responsibilities: 

Procurement & Purchasing 

• Manage the full procurement lifecycle including sourcing, purchasing, bid coordination, contract review, and vendor management. 

• Prepare and process purchase orders, procurement documentation, and related approvals in accordance with organizational policies and applicable procurement regulations. 

• Research and evaluate vendors, products, and services to ensure quality, cost-effectiveness, and operational efficiency. 

• Coordinate competitive bidding and request for proposal (RFP) processes as needed. 

• Maintain procurement records, vendor files, and purchasing documentation in an organized and auditable manner. 

• Monitor contract terms, renewal dates, and vendor performance to ensure compliance and service quality. 

• Collaborate with departments to identify purchasing needs and support operational planning. 

• Identify opportunities to improve procurement efficiency, cost savings, and vendor management processes. 

• Provide procurement-related guidance and support to staff and managers. 

Family-Centered and Trauma-Informed Procurement Practice 

• Apply a family-centered and trauma-informed lens when executing procurement decisions that may affect services delivered to enrolled children and families. 

• Consider the impact of procurement actions on continuity of care, including the potential disruption of established provider relationships valued by families. 

• Where procurement actions may result in loss of a trusted provider or disruption of services, elevate the matter for interdisciplinary review and consider mitigation strategies, including phased transitions or alternative contracting approaches where permissible. 

• Incorporate relevant family feedback and service continuity considerations into procurement planning and vendor evaluation when appropriate. 

• Balance cost, compliance, and operational requirements with the Program’s responsibility to minimize avoidable disruption or trauma to families. 

Vendor & Contract Management 

• Serve as the primary point of contact for vendors and external procurement partners. 

• Build and maintain strong working relationships with vendors while ensuring accountability and professional standards. 

• Assist with negotiating pricing, service agreements, and procurement terms when appropriate. 

• Coordinate with leadership and legal counsel regarding contract review and execution processes. 

Compliance & Financial Coordination 

• Ensure procurement activities comply with internal policies, budgetary guidelines, and applicable state procurement requirements. 

• Collaborate with finance staff to support invoice reconciliation, payment processing, and budget tracking related to procurement activities. 

• Assist in developing and updating procurement procedures and internal controls. 

• Support audit preparation by maintaining accurate procurement and purchasing documentation. 

• Maintain a high level of confidentiality and abide by HIPAA rules and regulations. 

• Exercise sound judgment in procurement decisions, taking into account operational efficiency, fiscal stewardship, and potential administrative or dispute-related costs. 

• When multiple compliant procurement pathways exist, elevate complex or high-impact decisions to leadership to support coordinated resolution and reduce unnecessary conflict or escalation. 

Qualifications: 

• Strong organizational skills with exceptional attention to detail and accuracy. 

• Knowledge of procurement principles, vendor management, and contract processes. 

• Ability to manage multiple priorities and deadlines independently. 

• Strong written and verbal communication skills. 

• Proficiency in Microsoft Office Suite  

• Bachelor’s degree in business administration, finance, public administration, or a related field preferred; equivalent experience may be considered. 

• Minimum of 3–5 years of procurement, purchasing, contract administration, or related operational experience. 

• Experience working in government, nonprofit, healthcare, or public-sector procurement environments. 

• Familiarity with Virginia procurement guidelines or public purchasing regulations. 

• Experience supporting audits, compliance reviews, or contract administration processes. 

Virginia Birth Injury is an Equal Opportunity Employer. Virgina Birth Injury does not discriminate in hiring or employment practices based on race, color, religion, gender, age, sexual orientation, marital or family status, national origin, non-job-related disability, or status as a veteran.    

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