KEY ROLES/RESPONSIBILITIES

Under direction of the Vice President of Administrative Services, exercise overall leadership of the Procurement Services department providing functional supervision over assigned positions. Provide vision and leadership to develop, organize and implement the department's goals and objectives; plan, develop, organize schedule, direct, improve and evaluate the department's programs, services, and activities; and provide oversight, development, and coordination of all elements of the areas assigned, including the preparation, review, and processing and signing of College contracts, formal bids, informal bids, requests for qualification (RFQ), requests for proposal (RFP), purchase orders, and other areas as assigned.

Foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the department and Administrative Services Area; lead by example; actively participate in and support College-wide shared governance components and activities and other collaborative processes; encourage professional excellence among assigned staff; and promote, foster, and facilitate an organizational culture of customer service, teamwork, and innovation.

FUNCTIONAL RESPONSIBILITIES

Direct the daily operations of the College's procurement activities, ensuring goods and services are procured in a timely and efficient manner in accordance with established agreements, state and federal laws, and College policies and procedures. Ensure unit operations apply best practices for procurement, risk mitigation, contract management and effective buying strategies.

Ensure that negotiation of contract specifications, terms, and conditions protect the College from adverse risk. Provide guidance on contracts, formal bids, RFQs, RFPs, and purchasing issues. Interpret and explain applicable laws, regulations, codes, and policies to College management and staff. Confer with legal counsel as needed on contracting and purchasing issues. Facilitate the resolution of procurement problems and complex contractual terms. Represent the College in hearings as needed. Operate as record holder for the College.

Oversee the processing of Board agenda items requesting approval of contracts, resolutions, service agreements, and other procurement activities. Maintain contract files and accompanying documentation. Prepares quarterly summary reports required by Board policy.

Meet with and interview vendors/suppliers/consultants to negotiate contract terms and conditions, as needed. Advise vendors of College policies and procedures. Organize product testing, demonstrations, and job walks for procurement projects as needed.

Direct the development and preparation of bid specifications, RFQs, RFPs, purchase orders, and contracts for the purchase or rental of goods, contracted services, and/or other third-party contracts. Determine and select appropriate contract requirements (i.e., deliverables, payment schedules, penalties, insurance requirements, dispute resolution procedures.) Ensure that bids and purchasing/contracting processes comply with up-to-date advertising and bidding requirements.

Authorize purchase orders and agreements for goods and services. Develop contracts or modify existing agreement to adhere with prescribed College requirements and to minimize risk. Serve as the primary signatory for the executive of College agreements.

Track unit performance on procurement activities. Monitor buyer performance, customer satisfaction, supplier management, cost savings, green purchasing, and supplier diversity. Utilize a data-driven approach to identify areas for improvement.

Collaborate with designated inventory and asset management staff in the Administrative Services Area to ensure appropriate inventory, disposal, and distribution of stock equipment and supply items. Designate College surplus property for review and approval by the Board of Trustees, as needed. Provide appropriate information on the disposition of equipment from sealed bids, donations, or public auctions.

Implement and sustain a professional development program for procurement staff that builds skills and expertise in critical areas (i.e., negotiation, cost analysis, contract terms, customer service, etc.)

ORGANIZATION MANAGEMENT

Maintain up-to-date knowledge of the regulations, policies, requirements, and eligibility criteria for assigned programs and ensure compliance with the College's policies, procedures, and practices.

Strengthen processes, programs, and services through the effective and efficient use of assessment, program review, planning, and resource allocation. Establish priorities in conjunction with the College's comprehensive planning and budgeting guidelines. Develop and implement an organizational structure that maximizes utilization of resources and ensures effective and efficient delivery of services.

Train, supervise, motivate, and evaluate the performance of managerial, professional, operational, technical, and support personnel as assigned; recommend transfers, reassignment, termination, and disciplinary actions as needed; delegate and review assignments and projects; evaluate work products and results, develop appropriate procedures to accommodate need for information and assistance; establish and monitor timelines and prioritize work. Monitor employee performance on a regular basis and provide coaching for performance improvement and/or development as needed. Anticipate, prevent, and resolve conflicts under areas of supervision.

Plan for efficient and appropriate use and security of assigned facilities; assure compliance with health and safety regulations.

Work with Information Technology personnel on a continual basis to enhance and improve relevant computer systems. Learn and apply emerging technologies to perform duties and provide services in an efficient, organized, and timely manner. Work to modernize infrastructure and technological resources to facilitate a positive learning and working environment and promote student success.

Perform other duties as assigned.

JOB QUALIFICATIONS

MINIMUM QUALIFICATIONS

Education: Bachelor's degree in finance, accounting, business administration, or related field. Experience: Five (5) years of experience in all phases of the procurement process (identifying business requirements, drafting RFPs, negotiations, contracting, supplier management.) Three years of experience directly supervising and developing a high-performance procurement team.

DESIRED QUALIFICATIONS

Desirable Experience: Five (5) years of governmental purchasing and contracting experience, preferably at management level in a similar community college setting.

Knowledge/Areas of Expertise: Broad experience in Governmental procurement principles, procedures, and requirements. Comprehensive understanding of effective procurement practices and procedures. Experience dealing with a variety of legal, liability, and insurance administration issues. Experience in risk management and loss control. Proficiency in use of specialized eProcurement, accounts payable, and ERP systems and software.

Abilities/Skills: Effectively analyze procurement and loss control systems and practices to identify potential problems, make recommendations for changes, and implement solutions. Effectively plan, organize, and administer College-wide purchasing and contract management programs. Effectively analyze and evaluate information from multiple sources, particularly the financial impact of contracts.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Standard office setting. Duties are performed primarily in an office environment while sitting at a desk or computer workstation. Incumbents are subject to extensive contact with students, faculty, and staff with frequent interruptions, noise, and demanding timelines. At least minimal environmental controls to assure health and comfort. Frequently involves working non-standard, evening, and weekend hours.

Incumbents regularly sit or stand for long periods, travel short distances on campus on a regular basis, travel to various locations to attend meetings and conduct work, use hands and fingers to operate an electronic keyboard or other office machines, reach with hands and arms, speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry, and/or move objects weighing up to 25 pounds.