Assistant Director requires strong negotiating and organizational skills, as well as ability to oversee the daily comprehensive procurement functions.
Main Functions and Responsibilities:
Responsible for the oversight of day-to-day general purchasing operations including strategic partnership management, development and expansion of other initiatives that improve processes and reduce costs. Supervises the day-to-day performance of staff and responsible for processing and issuing purchase orders for primarily standard and some non-standard supplies, equipment and services under advantageous purchase arrangements. Ensures maximum utilization of assigned staff and timely and efficient processing of workload. Provides on-the-job training and professional development guidance. Establishes new ways for the staff to add professional value to transactions and the bidding process. Develops and implements new and improved methods and procedures for key commodities. Develops and distributes performance reports for strategic partnership vendors. Coordinates outreach programs to the end user community which will promote the professional procurement services including improved customer service offered by this Department. Assist in the implemtation of procurement/travel card program and then manage the process after initial set up. Assist Director with the implementation of ecommerce on-line ordering with The Boston Consortium. Strong negotiating skills for greater strategic vendor partnerships is necessary.
Develop and implement procurement procedures for increased customer service as well as value added and cost saving transactions. Manage the implementation of the procurement/travel credit card program and design roll out plan for the card administrative duties.
Develop reports for benchmarking college wide contracts and track cost saving achieved.
Assist in technological advances for procurement automation to provide value through broader based cost savings programs.
Assist with soliciting and coordinates input from department managers on anticipated major purchasing business and provides guidance and advice. Involving the Procurement Office in major purchases as early as possible, issuing formal requests for quotations and proposals when appropriate. Assist in coordinating a college wide bid calendar.
Provides instructions and guidance to ensure prompt and correct processing and negotiation. Assists with processing or negotiation when necessary. Answers questions and provides direction sought by subordinates or college end users.
Ensures established systems and procedures are understood and followed. Recommends new systems and procedures and assists in their development and implementation.
Reviews, evaluates, and monitors department purchase requisitions for proper authorization, specifications, and legal compliance. Takes responsibility for procuring appropriate items or services; creates and reviews purchase orders; researches and resolves issues. Manages end to end process and documentation.
Ensures that members of the staff:
a) Seek out and negotiate volume pricing agreements applicable to purchases; from present and new sources.
b) Maintain a high level of product knowledge through self-study, market research, demonstrations.
c) Consolidate on-campus purchase requirements to the greatest extent practicable to obtain most favorable pricing arrangements, employing the competitive bid process to the greatest extent practicable.
d) Locate and place business with minority and women-owned business concerns.
Establishes lines of communications, oral and written, with department heads, directors, administrative officers and administrators, principal investigators and requisitioners to communicate purchasing policy and procedures, favorable pricing arrangements negotiated, and minority and women-owned business concerns located/developed.
Assist Director in developing, expand and improve processes and procedures, reduce costs and increase efficiency with an emphasis on customer service. As in departments can request pricing for any commodity and expect a reply with in 48 hours.
Develop strategies for effective communications with the college community maintaining the Procurement webpage with pricing and contract updates.
Actively investigates new reports and functionality in the Sungard banner system ie: Cognos reports to improve the procurement system.
Occasionally represent department at external professional organizations, such as TBC, NAEP, E&I Cooperative and MHEC.
A Bachelor’s degree in Accounting or Business is required. Five or more years of broad procurement experience; very strong administrative, negotiating and communications skills; positive leadership qualities; supervisory experience and strong computer literacy is required. Experience with strategic partnership management, knowledge of the Sungard Banner system, Certification as Certified Purchasing Manager (CPM), or working toward certification is highly desirable. Member of the Institute of Supply Chain Management is preferred.
• Strong Request for Price quote bid documentation writing skills.
• Analytical in determining priorities and savings opportunities.
• Understands key business drivers beyond price that determines the total cost of ownership and good/service “value”.
• Negotiation: prepares, coordinates and conducts negotiations with suppliers to achieve business objectives with positive results.
• Financial analysis: understands financial concepts (e.g., time value of money) and cost structures: determines financial impact of decisions and budget analysis.
• Computer literacy: demonstrates ability to use MS Excel to build formulas, analysis data, compare information and quantify findings.
• Thinks strategically: understands structured problem-solving approach- developing alternatives and making recommendations.
• Understands Procurement solutions for compliance, tracking and reporting.
• Ability to negotiate terms and conditions associated with purchase orders, term contracts, vendor disputes and settlements.
• Strong communication skills.
We are currently accepting applications for this position, but will not begin the review process until the end of February, 2013
Provides for professional development of personnel through on-the-job training, recommends courses and seminars, and recommends self study in higher education.
Remains alert to identify operational problems and deficiencies of any nature, and resolve those within limits of authority and degree of sensitivity, or coordinate their resolution with his/her supervisor.
Provides supporting some administrative functions to the Director such as preparing correspondence, conducting studies and preparing statistical reports.
Emerson College values and has placed an institutional priority on multiculturalism in the campus community. Through its constantly evolving curriculum it seeks to prepare students for success in an increasingly multicultural society. The successful candidate must have the ability to work effectively with faculty, students, and staff from diverse backgrounds. Members of historically underrepresented groups are encouraged to apply.