Director of Auxiliary Services & Procurement

Job Description

Job Description

TITLE: Director of Auxiliary Services and Procurement

DEPARTMENT: Auxiliary Services and Procurement

REPORTS TO: VP of Finance and Administration/CFO

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

LOCATION: On-Site Main Campus

EMPLOYMENT STATUS: Full-Time 

EMPLOYMENT CLASSIFICATION: Exempt

JOB SUMMARY: 

The Director of Auxiliary Services and Procurement provides strategic leadership and administrative oversight for the University's auxiliary enterprises and procurement operations. The position is responsible for planning, directing, and evaluating auxiliary service operations while administering the University's procurement program in compliance with applicable federal, state, and institutional requirements.

The Director develops and implements policies, procedures, contracts, and operational strategies that promote fiscal responsibility, operational effectiveness, regulatory compliance, and high-quality customer service. This position works collaboratively with departments across the University to support institutional operations and enhance services provided to students, faculty, staff, and visitors.

This position requires a regular on-campus presence to provide leadership, oversee operations, meet with vendors and campus stakeholders, and respond to operational needs.

ESSENTIAL JOB FUNCTIONS:

Auxiliary Services Administration

• Manage and oversee the daily operations of University auxiliary services, including the Bookstore, Dining Services, Printing Services, Vending Services, Campus Card Services, and other assigned auxiliary enterprises.
• Develop strategic and operational plans to ensure auxiliary services remain financially sustainable while supporting the mission of the University.
• Establish operational goals, performance standards, and financial objectives for auxiliary operations.
• Prepare, administer, and monitor auxiliary services budgets and participate in periodic financial reviews.
• Analyze operational and financial performance and recommend improvements that enhance efficiency, customer service, and revenue generation.
• Coordinate auxiliary service operations with Student Housing, Athletics, Academic Affairs, Student Affairs, and other University departments to support campus programs, events, and institutional initiatives.
• Evaluate existing auxiliary programs and identify opportunities for new services, operational improvements, or revenue enhancement.

Procurement Administration

• Serve as the University's Chief Procurement Officer and provide leadership for institutional procurement activities.
• Develop, implement, and administer procurement policies, procedures, and internal controls consistent with applicable federal and state laws, regulations, and University policies.
• Review procurement requests to ensure compliance with procurement requirements, budgetary controls, and institutional priorities.
• Provide guidance to University departments regarding procurement procedures, procurement methods, and contract administration.
• Monitor procurement activities to ensure the efficient acquisition of goods and services while maintaining transparency, accountability, and fiscal responsibility.
• Identify opportunities to improve procurement processes and implement best practices that increase operational effectiveness.
• Coordinate procurement activities with internal departments to support timely and efficient operations across the University.

Contract and Vendor Management

• Develop, negotiate, administer, and monitor contracts with vendors, suppliers, and service providers.
• Evaluate vendor performance, pricing, service quality, and contractual compliance.
• Serve as the primary liaison between the University and external vendors to resolve contract or service-related issues.
• Recommend contract modifications, renewals, or corrective actions as appropriate.
• Ensure all contracts comply with applicable legal, regulatory, and institutional requirements.
• Maintain contract documentation and monitor contract performance throughout the agreement lifecycle.

Leadership and Administration

• Provide supervision, leadership, coaching, mentoring, and performance management for assigned staff.
• Establish departmental goals and monitor progress toward achieving operational objectives.
• Develop and maintain effective working relationships with faculty, staff, administrators, students, vendors, and external partners.
• Prepare reports, analyses, and presentations for senior leadership regarding auxiliary operations, procurement activities, budgets, and operational performance.
• Support institutional planning initiatives and participate on University committees as assigned.
• Promote efficient, customer-focused service while maintaining accountability and compliance with University policies.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:  

• Knowledge of public procurement principles, procurement regulations, contract administration, and applicable federal and state procurement requirements.
• Knowledge of budgeting, financial management, accounting principles, and business operations.
• Knowledge of auxiliary enterprise management and revenue-generating business operations.
• Ability to interpret and apply laws, regulations, policies, and contractual requirements.
• Ability to analyze financial and operational data and develop practical business solutions.
• Strong negotiation, contract management, and vendor relationship management skills.
• Excellent organizational, analytical, and problem-solving abilities.
• Strong written, verbal, and interpersonal communication skills.
• Ability to establish effective working relationships with internal and external stakeholders.
• Ability to manage multiple projects, establish priorities, and meet deadlines.
• Ability to exercise sound judgment, maintain confidentiality, and make independent decisions.
• Proficiency with Microsoft Office Suite and enterprise resource planning (ERP) systems or other business management software.

SUPERVISORY RESPONSIBILITY: 

• This position provides direct supervision of Auxiliary Services and Procurement personnel and may provide indirect oversight of contracted service providers and vendors.

OTHER DUTIES: 

• Performs other duties as assigned to support the mission and operational needs of Kentucky State University.

QUALIFICATIONS: 

• Master's degree in Business Administration, Public Administration, Finance, Supply Chain Management, Accounting, Higher Education Administration, or a closely related field is required.
• Minimum of five (5) years of progressively responsible leadership experience in procurement, auxiliary services, business operations, finance, or a closely related field is required.
• Experience administering procurement programs, contract negotiations, vendor management, budget administration, and staff supervision is required.
• Experience in higher education, state government, or other public-sector procurement environment is preferred.
• Professional procurement certification such as Certified Public Procurement Officer (CPPO), Certified Professional Public Buyer (CPPB), Certified Professional in Supply Management (CPSM), or a comparable credential is preferred.

Licensing and Certifications:

Professional certification in public procurement or supply chain management is preferred, including one or more of the following:

• Certified Public Procurement Officer (CPPO).
• Certified Professional Public Buyer (CPPB).
• Certified Professional in Supply Management (CPSM).
• Certified Purchasing Manager (CPM) or other comparable procurement or supply chain certification.
• A valid driver's license may be required for occasional travel related to University business.

WORKING CONDITIONS:

• Work is performed primarily in a professional office environment with regular interaction across campus.
• Regular on-campus attendance is required to oversee departmental operations, meet with campus stakeholders and vendors, and provide leadership for assigned functional areas.
• Occasional walking between campus facilities, attendance at meetings, and participation in campus events is required.
• Occasional lifting or moving of items weighing up to 20 pounds may be required.
• Occasional evening or weekend work and limited travel may be required to support University operations, vendor meetings, conferences, or professional development.

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa

Internal candidates are encouraged to apply.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.