Procurement Manager

Job Description

Job Description

This position is fully in-person (not remote or hybrid)

The Procurement Manager oversees all procurement activities in compliance with State and Federal laws and University policies. This role ensures efficient purchasing operations, manages vendor relationships, enforces procurement policies, and supports strategic sourcing initiatives. The Procurement Manager will report to the Director of Accounting and Financial reporting, with a dotted line to the Chief Financial Officer.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

The Purchasing Manager will be responsible for driving quality, delivery, supplier management, and pricing improvements to meet the goals of the organization and the needs of the customers. 

The Purchasing Manager performs day-to-day procurement operations, ensuring efficient processing of purchase orders and ensuring that all purchasing activities align policies and procedures, and procurement best practices. 

Setup new vendors in system and ensure system are appropriately maintained and updated, including verification (and documentation) of federal suspension or disbarred status via sam.gov.

Review departmental requisitions to generate purchase orders and distribute purchase orders to suppliers. 

Develops relationships with suppliers to enable the organization to build strategic partnerships with key suppliers 

Negotiates pricing and contracts with new and incumbent suppliers/vendors. Works effectively with suppliers/vendors to help minimize costs. 

Identifies the appropriate method of solicitation and creates, executes and manages Request for Quotations (RFQs), Request for Proposals (RFPs) and Invitation for Bids (IFBs). Assist customers in writing scope of work/specifications, submits purchase orders 

Responsible for maintaining up to date vendor files (i.e. contract, solicitation, disbarment verification). 

Review requisitions for purchases of capital assets (i.e., items of $5,000 or more) prior to issuing the PO to ensure the activity is captured in Colleague Fixed Assets. 

Maintain the Colleague Fixed Assets module to ensure addition, removals, etc. are appropriately captured. 

Review travel authorizations and travel reimbursements to ensure compliance with University’s policies and procedures.

Assess, identify/evaluate options for resolution(s) if applicable as it pertains to procuring products/services. 

Perform market research to understand conditions, availability of products/services, supplier capability(s), and other pertinent data to determine an efficient/effective method to procure products/services. 

Assist in testing functionality (i.e. departmental/campus wide) and upgrades in systems, including the development of materials and presentations to train staff and faculty university-wide related to procurement functionality, tools and systems.

Oversee training and instruction to personnel throughout the University community to provide direction as it relates to procurement policies and procedures, e.g. procurement options, best purchasing methods, bidding requirements, ethical requirements, appropriate product/service/vendor evaluation, lease vs. buy decisions, contract administration and problem resolution. 

Assist in development and maintenance of University’s procurement website.

ADDITIONAL JOB FUNCTIONS

Develops personal annual objectives and goals in concert with departmental and university goals 

Develops action plans, standard work, and countermeasures as needed to support the metrics and KPI's and responsible for reporting on all assigned metrics and KPI's 

Communicates effectively and works closely with departments 

Performs other related duties as required.

  MINIMUM TRAINING AND EXPERIENCE

This position requires a Bachelor Degree and 3 years of related professional experience including development of procurement procedures, methods or activities related to the responsibilities of this position, and demonstrated experience in providing excellent customer service. 

To apply, please include a cover letter, resume, and contact information for three supervisory references including the most recent supervisor.

Finalists for this position are subject to a background check. Employment is contingent upon the successful completion of a background investigation including criminal history and identity check.

The statements herein are intended to describe the general nature and level of work being performed by the employee in this position.  These statements are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of a person in this position.