Reporting to the Director of Procurement Services, the Associate Director provides high-level managerial and administrative support for all phases of the University’s procurement process for goods and services, for a public university with annual outlays totaling more than $350 million. In the absence of the Director of Procurement Services, Goods and Services the Associate Director serves as the leader of this department.
- Establishing appropriate criteria to evaluate and monitor performance
- Identifying vendors to include in the procurement selection process
- Conducting site visits to prospective and current vendors as appropriate
- Preparing and issuing bid documents and analysis to ensure that the outcome of the selection process is in the best interest of the University, and in compliance with University, local, state, and federal requirements.
- Ensuring compliance with EEO requirements, and promoting diversity among suppliers to the University.
- Working with University counsel to structure and process agreements and contracts in accordance with University procedures.
- Preserving and archiving related documentation as required or appropriate
- Reviews purchase requisitions for completeness and compliance with Procurement Policies and Procedures. Specifically, checks for adequate and accurate descriptions, specifications, required quotes, and consults with departments if further information is required. In addition, responsible for investigating and resolving issues or concerns with orders. All unresolved issues are then communicated to the Director.
- Performs spend analysis for the various assigned commodities through the use of e-Procurement reports to prepare recommendations for future cost saving opportunities. Also, confer with University departments to review their existing and anticipated requirements.
- In depth knowledge of assigned commodities. Interviews sales persons, attends vendor fairs and conducts site visits.
- Review and revise specifications which are developed by requesting departments for compliance with the State College Contracts Law. Additionally, when requested, assist in the development of specifications for goods and services.
- Prepares the required bid documents for the solicitation of bids as assigned by the Director. In addition, develops bid schedules and conduct pre-bid meetings.
- Reviews and analyzes technical information accompanying bids to determine specification compliance. Participates as a voting member of the technical evaluation committee. Upon completion of the bid analysis presents a recommendation to award to the Associate Director.
- Drafts the necessary agreements and follows through to contract execution.
- Supervises the Procurement Staff of approximately eight (8) people. Perform performance evaluations, provide guidance and counsel staff. In conjunction with the Director approve personnel actions, hiring and disciplinary action in compliance with University policies and procedures. In addition, supervise the Supplier Create Group in the absence of the Supplier Create Manager.
- Coordinates the Contract Approval Process between University departments, University Counsel and the Procurement Services Department to ensure all contracts for goods and services meet the Procurement policies and procedures.
- Maintains a working knowledge of goods and services required for University operations including (as examples) supplies, equipment, technology services and products, furnishings, food and catering, consultants, and financial services.
- Supervises the quarterly close of requisitions and purchase orders issued through the PeopleSoft E-Procurement system. In addition, conduct an audit of purchase orders to ensure they have been issued in compliance with the Procurement policies and procedures.
- Assists in the preparation of reports, approval requests, and other documents for the board of trustees, as required.
- Participates in departmental-wide projects and initiatives, including those involving training, user education, team-building, and professional development. When required provides assistance to the Director of Capital Procurement.
- Performs other duties as assigned.
The above statements reflect the general details considered necessary to describe the principal functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the position.
• Bachelor’s degree in business or a related field.
• Knowledge of competitive bidding process in the public sector environment,
• At least eight (8) years of procurement experience with a minimum of three (3) years supervisory experience.
• Overall knowledge of the procurement of goods and services (i.e.: office supplies, information technology, and professional services).
• Strong technology skills, which includes deep knowledge of enterprise systems including a sophisticated procurement module, such as PeopleSoft, Workday or SAP. In addition, strong spreadsheet and database skills.
• A commitment to the principles and practices of continuous improvement. An analytical approach identifying opportunities and barriers, but also a creative and pragmatic approach to develop solutions.
• Excellent written, oral, interpersonal communications and management skills.
• Knowledge of relevant budgeting, accounting, and internal control principles and techniques.
• Master’s degree preferred.
• Experience in a New Jersey public entity preferred.
• Five (5) years supervisory experience is preferred, including hiring, training, mentoring, and evaluating staff, preferably in a comparably large, complex, and fast paced procurement operation.