"Assistant Director of Purchasing"

Assistant Director of Purchasing

Company:
Fairmont State University

Job Location:
Fairmont

Category:
Business and Financial Services

Type:
Full-Time

Type of Position: Staff - Full Time

Department: Procurement

Appointment Length: July - June (12 mo)

Benefits Eligible?: Yes

Requested Part-Time Staff Hours: N/A

F.T.E.: 1.00

Grant Funded Position?: No

Description of Job Duties and Responsibilities

The Assistant Director of Purchasing supports the Director of Procurement in providing leadership, oversight, and management of all University purchasing activities. This position plays a key role in ensuring that procurement processes are efficient, compliant, transparent, and aligned with University, Higher Education Policy Commission (HEPC), and State of West Virginia requirements.

Work is performed under the general direction of the Director of Procurement and within established policies, procedures, and regulatory frameworks. While the Director establishes strategic goals and priorities, the Assistant Director collaborates in setting objectives, timelines, and projects. The role requires independent judgment, analytical skills, and the ability to interpret and apply complex procurement laws and guidelines.

This position interacts regularly with University faculty and staff at all levels, vendors, the WV State Auditor's Office, the WV Finance Division (OASIS), and the WV Attorney General's Office.

Essential Responsibilities

Procurement Operations & Compliance

• Assists in the daily management of Purchasing operations, ensuring consistent interpretation and application of Federal, State, HEPC, and University procurement laws, regulations, policies, and procedures.
• Processes requisitions and service agreements within established timelines; ensures all procurements adhere to applicable rules and documentation requirements.
• Support and consults with the Director on all matters relating to Procurement Office activities.

Solicitations & Competitive Bidding

• Assists in managing competitive procurement processes, including Requests for Proposals (RFPs), Requests for Information (RFIs), Requests for Bids (RFBs), and Expressions of Interest (EOIs).
• Develops specifications for solicitations and provides input on the development of high-quality procurement documents, with guidance from the Director of Procurement.

Contract & Vendor Management

• Proactively monitors and tracks procurement requests, purchase orders, and contracts to ensure timely and accurate processing.
• Prepares, manages, evaluates, and administers a select portfolio of contracts, including awards, renewals, and amendments.
• Maintains metrics for contract tracking, ensuring contracts are renewed or rebid in a timely manner.
• Works directly with vendors, faculty, staff, and state officials to resolve issues, answer questions, investigate procurement-related complaints, and recommend corrective actions.

Training, Outreach & Customer Support

• Develops and delivers training to campus departments on procurement requirements, processes, policies, and best practices.
• Provides guidance and support to campus units in navigating procurement procedures and documentation.
• Serves as a resource to faculty, staff, the public, and state agencies regarding procurement policies and processes.

Collaboration & Cross-Functional Support

• Works collaboratively with Account Payable and PCard Staff as well as other Finance team members to support cross-training and maintain consistent workflow across related functions.
• Will oversee or provide guidance to Purchasing staff (after initial training period).
• Serves as the backup to the Director of Procurement during absences, supporting operational decision-making and workflow continuity.

Other Responsibilities

• Performs additional procurement-related duties as assigned.

Minimum Required Education

Bachelor of Science Degree in Business Administration, Accounting, or related field

Required Licenses and/or Certifications

NA

Minimum Required Qualifications

Three (3) years of progressively responsible experience in procurement, purchasing, contract administration, or related financial operations. An equivalent combination of education, training, and relevant experience may be considered provided the applicant has the listed knowledge, skills, and abilities and the capacity to perform the essential functions of the job.

Knowledge, Skills and Abilities

• Strong knowledge of procurement laws, practices, and regulatory environments, particularly State of WV and higher-education procurement.
• Ability to analyze complex procurement issues and develop sound recommendations.
• Excellent written and verbal communication skills with the ability to build effective working relationships across diverse campus units and with extrenal vendors
• Ability to manage multiple projects, deadlines, and competing priorities.
• Commitment to customer service and continuous process improvement.
• Strong organizational skills, attention to detail, and ability to maintain accurate documentation.

Preferred Qualifications

• Master's Degree in directly related field.
• Two years of work experience in higher education or state government as a purchasing agent or a related field.
• Experience developing procurement training materials and delivering training to departmental users.
• Demonstrated experience developing specifications, drafting solicitation documents, and analyzing vendor proposals for RFIs, RFBs, RFPs, and contract development.
• Supervisory or lead experience within a procurement or financial operations environment.
• Advanced Excel skills and experience with data reporting.
• Proficiency with financial management systems and tools (e.g., ERP systems such as wvOASIS, Banner, or similar platforms).

Requisition Number: 2026050SP

Number of Vacancies: 1

Anticipated Hire Date: ASAP

Job Close Date: 01/09/2026

Open Until Filled: No

Quicklink for Posting: https://www.fairmontstatejobs.com/postings/9986