Job Details

Job Family

ADMIN - Professional Exempt Contractual (PEC)

Grade

16

Salary

$69,098 - $86,372

Department

Purchasing Services

Reports To

Director, Purchasing Services

Closing Date

August 1, 2024

FLSA Status

Exempt - Not Eligible for Overtime Compensation

First Review Date

April 24, 2024

Job Summary

The Assistant Director of Purchasing assists in the operation and administration of the Purchasing Department. This position prepares requisitions, issues, and approves Purchase Orders, prepares formal bid solicitation documents as well as reports and agenda items for the College's District Board of Trustees for procurement approval purchases. This is a Professional Exempt Contractual (PEC) position for which an annual contract reflecting the base salary within the fiscal year (July 1st to June 30th) will be issued after ratification by Miami Dade College's District Board of Trustees.

Duties & Responsibilities

* Prepares and reviews Bid award recommendations and Provost Approvals drafts and submits them to the Director for approval

* Reviews requirements and assists in developing the Department's annual budget

* Advises buyers regarding procurement processes and computer application systems

* Assists the Director in the management of daily functions of the purchasing department and its support staff

* Advices buyers and buyer assistants in procurement processes, College policies and procedures and State of Florida procurement regulations

* Serves as liaison to other College department personnel on matters pertaining to budget and accounts payable discrepancies as they impact the procurement function

* Advises and assists faculty, staff and vendors in proper purchasing procedures

* Reviews purchase orders, requisitions, bids, contracts and other legal documents pertaining to purchasing

* Consults with the College's Legal Affairs Department as to terms and conditions of agreements and other legally binding documents

* Assists in the resolution of issues regarding orders, vendor payments, order cancellation/modification, or methods in returning goods, including credits

* Serves as systems lead for the Purchasing Department and assumes the duties of the Director of Purchasing in his/her absence

* Prepares Request for Qualifications (RFQ) documents and Public Notices for selection of Architectural/Engineering Professional Services, construction and professional trade services for major capital in support of the College's Facilities Management Department; projects in accordance with College and State of Florida rules and regulations; Coordinates and facilitates evaluation committee meetings for review of RFQ submittals, scoring and shortlisting, applicant's presentations and final award recommendation; Coordinates and facilitates selection of contractors and professional services for minor capital and remodeling projects (Continuing Contracts)

* Assists and coordinates purchases of maintenance, repair and operations (MRO) parts, equipment, systems and services for the Plant Maintenance department

* Reviews and coordinates Owner Direct Purchases (ODP) for fixed fixtures and equipment (FF&E) for capital projects

* Schedule and leads pre-bid meetings and site visits on all formal procurements

* Performs other duties as assigned

Minimum Requirements

* Master's degree in Business Administration or related field and three (3) years of responsible purchasing experience in an institution of higher education or of a governmental nature; or Bachelor's degree in Business Administration or related field and seven (7) years of responsible purchasing experience in an institution of higher education or of a governmental nature

* All degrees must be from a regionally accredited institution

* Knowledge and understanding of College organization, goals and objectives, and policies and procedures

* Knowledge and understanding of Federal, State, and local public sector procurement regulations, policies, procedures, and guidelines; and general construction industry best practices

* Thorough knowledge and understanding of institutional procurement processes, policies, and procedures, as applicable to a public institution; and knowledge and understanding of contracting processes and related federal, state, and local regulations

* Knowledge of current and emerging hardware and administrative software technologies and their application support to procurement services

* Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures

* Possess strategic planning and leadership skills with ability to organize resources and establish priorities; as well as, provide employee development and performance management skills

* Possesses a high level of attention to detail as it relates to formal bid solicitations, terms and conditions and other regulatory requirements

* Ability to provide advanced analytical, evaluative, and objective critical thinking skills

* Possess strong communication skills and the ability to interact effectively and clearly at all organizational levels

* Skilled in financial planning and fiscal management

* Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments

* Knowledge of State rules and regulations for construction of government and educational facilities (SREF)

* Knowledge of Facilities and Plant Maintenance equipment, systems and practices

* Ability to effectively communicate with contractors and consultants, such as architectural, engineering and construction professional personnel

* Ability to work in a multi-ethnic and multi-cultural environment with students, faculty and staff

Essential Position

* This function/position has been designated as essential. This means that when the College is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at the College.

Additional Requirements

The final candidate is to successfully complete a background screening and reference check process.

EQUAL ACCESS/EQUAL OPPORTUNITY

Miami Dade College is an equal access/equal opportunity institution which does not discriminate on the basis of sex, race, color, marital status, age, religion, national origin, disability, veteran's status, ethnicity, pregnancy, sexual orientation or genetic information.

To obtain more information about the College's equal access and equal opportunity policies, procedures and practices, please contact the College's Equity Officer: Cindy Lau Evans, Director, Office of Equal Opportunity Programs / ADA Coordinator / Title IX Coordinator, at (305) 237-2577 (Voice) or 711 (Relay Service). 11011 SW 104 St., Room 1102-1; Miami, FL 33176. EquityOff@mdc.edu