For a complete job description and to apply, please visit our job site at http://jobs.fitchburgstate.edu
General Statement of Duties: Assists the Associate Vice President of Finance and Administration with the supervision and management of functions of the Procurement unit, including: supervision of personnel; interpreting administering and assuring compliance with Commonwealth and University laws, regulations and policies governing procurement and contracts; review, approval and issuance of purchase orders and contracts within defined limits.
Duties & Responsibilities:
Manage the daily operations of the procurement team to ensure service to the campus community is provided in a professional, ethical and timely manner.
Establishes and maintains effective relationships with staff and co-workers to provide a high level of customer service while assisting and advising University staff and department heads in resolving problems and determining appropriate course of action to best meet their procurement needs
Supervise and evaluate performance of Buyer personnel
Under the delegated authority of the Associate Vice President, reviews and approves or denies purchase orders, sole source and emergency procurements.
Document and/or recommend policies, procedures and practices and educate the campus community regarding procurement and contracts; communicate changes to the university community in a timely manner
Manage the University P-card program; includes system set-up and maintenance, application processing, document and/or recommend policy and procedure, and communicate timely updates; review exception requests and provide problem solving for department users
Coordinate with key contract service vendors (Bookstore, Food Service, Vending, MART Shuttle) to provide high level customer service, contract compliance, and interface with university constituents on performance and/or problem solving.
Coordinate and/or oversee relations with other key vendors, such as office supplies, drinking water, University Amazon account and ordering systems, including reviews and updates to vendor records entry and maintenance for compliance, tax reporting and information security.
Assists with the review of contracts to ensure compliance with the terms and conditions of the Commonwealth of Massachusetts.
Manage the Banner REQ/PO system – staying apprised of and implementing changes and/or updates to the electronic processes, and communicating those changes to the Buyer and University employees
Responsible for working with campus departments to determine and develop IFB/RFP/Scope of Service documents for public solicitation and navigate the procurement process to ensure appropriate competition and compliance
Assures that contract, bid, rfp, and all other procurement records and files are systematically recorded, maintained, updated, and where appropriate, published in compliance with best practice, Commonwealth law and University policy.
Recommend and implement operational improvements in both systems and processes to improve end user experience and compliance.
Stay up to date on current procurement and contracting regulations and technology, including Commonwealth and MHEC state contracts.
Other related duties as assigned.
Bachelor’s Degree preferred, Associates Degree required, in Business or related field.
Minimum 5 or more years’ experience in purchasing, with public sector experience
2 or more years supervisory experience
Experience using ERP Finance/Procurement systems, preferably Ellucian Banner
Ability to effectively supervise the work of other employees.
Demonstrated ability to exercise judgement and discretion in regard to procurement and contract related matters
Ability to work under pressure with multiple deadlines in multiple areas.
MCPPO certification or ability to obtain within 1 year of hire
Ability to read and interpret terms and conditions of contracts.
Ability to effectively present information and respond to questions from faculty and staff.
Ability to communicate effectively in writing and verbally.
Must have in-depth knowledge and experience in preparing specifications and managing processes of Request for Proposals (RFP) and Invitation for Bids (IFB)
In-depth knowledge of procurement processes and best practices, procurement systems, and business services.
Ability to consistently operate within framework of collegiality and teamwork for problem solving in the workplace.
About Fitchburg State University
Fitchburg State University, located in Fitchburg, Massachusetts, is a public institution dedicated to integrating high-quality professional programs with strong liberal arts and sciences studies. Founded in 1894, the university now has more than 30 undergraduate programs and 22 master's degree programs, and 7,000 full and part-time students. We invite you to learn more about us and how we can help you achieve your educational goals.