Contracts & Procurement Assistant Director

Job Description

Job Description

Priority consideration deadline: Monday, August 31, 2026.Compensation: $95,000- $110,000 Annually  GENERAL PURPOSE: Under the direction of the Finance Director, the Contracts & Procurement Assistant Director coordinates and facilitates all activities related to the purchasing of goods and services for a complex student-lead organization including oversight of the purchase order, Request-for- Proposal, award, and contract review processes.  ESSENTIAL DUTIES & RESPONSIBILITIES Primary FunctionsActivities may include advertising, supplier inquiries, bid walks, bid/proposal receipt, coordination of the evaluation process and committee, negotiations, process management, change orders, and contract closeout.Performs contract administration, including serving as a liaison between suppliers and departments, ensuring compliance with contract terms and conditions and grant requirements, and negotiating contract amendments, extensions, and change orders.Supervises the Contracts & Risk Management Coordinator. Provides direction regarding priorities of tasks and ensures timely completion. Provides mentorship and professional development opportunities to ensure growth of knowledge and skills.In collaboration with Finance Director, reviews calculations and provides projection analysis for total cost of ownership.In conjunction with senior staff, develops and maintains A.S. delegations of authority, organizational procurement, contracting and purchasing policies, and online purchasing platforms.Confers with departments regarding requirements, specifications, quantity, quality, and delivery as well as recommends alternatives that would result in greater value.Reviews and drafts agreements, ensures proper liability and indemnification language, tracks current agreements, ensures renewals are completed in a timely mannerOversees Aztec Student Union Board and Aztec Nights contracts to ensure compliance with A.S. standards. Reviews vendor agreements and ensures consistency with A.S. terms Ensures maintenance of organization's contract files by documenting deadlines for renewals and ensuring copies of fully executed agreements and current insurance certificates are maintained on fileWorks with various departments to purchase special events insurance as needed per event and/or on behalf of third-party vendorsReviews certificates of insurance from vendors, ensures proper insurance is obtained per agreements and programs, and communicates with vendors to obtain necessary insuranceEnsures the maintenance of registration and certificate of ownerships on all corporate vessels, vehicles and trailers. Assists with DMV renewals and coordinates SMOG inspections with areas as neededMaintains and ensures the adherence to the A.S. records retention and destruction schedule, including updates as needed, training of employees and reminders for destructionOversees Public Records Act requests for Organization in compliance with CSU policies and CA state requirements.Assists others in department with special tasks as assignedManages workflow of contracts and related processesPartners with A.S. staff to identify cost savings through spending analysis and identifies opportunities for joint contracts and bulk purchasing opportunities.Maintains relationship with campus procurement teamStays informed about federal, state, and university policies related to procurement. Ensures procurement practices align with legal requirements, policies, regulations, and ethical sourcing principles.Identifies and uses procurement technological systems to carry out duties. Develops and creates reports for use in analysis. Evaluates suppliers, goods, and services through bids and proposals and selects most advantageous supplier for the procurement.Researches potential new suppliers for goods and services.Serves as liaison between the supplier and other departments.Develops and delivers training to stakeholders on processes and procedures.QUALIFICATIONSMinimum & Preferred RequirementsEducation:Four -year degree in a job-related field from an accredited college or university required  Experience:Minimum of four years of experience overseeing contracting and procurement processes for complex organization. Experience in Higher Education environment preferred  Trainings (Must be completed within 30 days of hire):Anti-Harassment Training for Supervisors Workplace Violence Prevention Data Security & PrivacyGender Awareness Training  PERFORMANCE EXPECTATIONSMust professionally represent the Associated Students and San Diego State University at all timesMust be able to successfully fulfill the Essential Duties of this job description and meet performance expectationsHighly organized, confidential and reliable individual with keen written and verbal communication skills and the ability to work in a diverse, frequently changing population of students, faculty and staffHighly organized, confidential and reliable individual with keen written and verbal communication skills and the ability to work in a diverse, frequently changing population of students, faculty and staffCapable of maintaining positive working relationships with staff, University, customers and vendorsWorks in an independent manner without undue supervision KNOWLEDGE, SKILLS & ABILITIESExcellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guestsAbility to present a consistent, positive approach to staff, students and all internal and external contacts by being courteous, respectful, helpful and cooperative at all timesAbility to communicate and/or present in small and large settingsMust have strong communication skills (verbally and written) to communicate at a level appropriate to the duties of the positionAbility to operate a computer, proficiency with Microsoft Office Suite and Google Workspace ability to learn and utilize new software programsAbility to gather and organize data, draw logical conclusions and discern implicationsWell organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressureAbility to maintain high level of confidentialityAbility to handle multiple tasks simultaneouslyMust be able to exercise tact and exhibit sound professional judgmentWorks in an independent manner without undue supervisionAbility to present a consistent, positive approach to students and all internal and external contacts by being courteous, respectful, helpful, and cooperative at all timesProven necessary supervisory skills including, but are not limited to: hiring, inspecting, analyzing, planning, prioritizing, scheduling, assigning, receiving, controlling, training, instructing, documenting, recommending and reporting SCHEDULE & WORKING CONDITIONS This is a regular, full-time position with expected hours of Monday through Friday, 8 a.m. to 4:30 p.m. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  General office environment. Work is generally sedentary in nature, but may require standing and walking around campus. The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position requires the individual to spend long hours sitting and using office equipment and computers. This person will also spend time filing and have to do some lifting of supplies and materials from time to time, including banker boxes and files. Physical requirements include talking, listening, sitting, standing, walking, manual dexterity, eye-hand coordination, use of office equipment including but not limited to computers, scanners, printers, telephones, copiers, fax machines, corrected vision, and hearing to standard range.  RELATIONSHIPSInside the Organization:Reports to the Finance DirectorReceives direction from the Associate Executive DirectorWorks closely and collaborates with Division and Program DirectorsInteracts with Budget managersSupervises Contracts & Risk Management Coordinator Outside the Organization:Insurance companyContractors and vendorsCampus Partners EMPLOYMENT CATEGORY: Full-Time, Exempt, Salaried, Supervisor, Grade 16 A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position.  A credit check is also required for this position.