Job location: JD Alexander Florida Polytechnic Main Campus

Employment Type: Full-time
Posted data: 2019-02-20
Req: R835
Located along Florida’s I-4 High Tech Corridor, Florida Poly opened its doors in August 2014 as the state’s 12th university and the only one dedicated to core subjects in Science, Technology, Engineering and Mathematics (STEM education). The non-traditional academic environment focuses on applied learning, specifically in technology and engineering. Small class sizes give faculty the opportunity to work closely with high-caliber students, and the most advanced technology, including a Supercomputer, 3D printing lab, media lab and nanotechnology lab, sets Florida Poly apart from other state universities. Florida Poly’s innovative approach to higher education allows students to learn strong fundamentals within a traditional university department structure, while giving them opportunities to apply their learning through research and projects in emerging high-tech concentrations like Cyber Security, Big Data Analytics, Machine Intelligence and more. The University partners closely with industry leading firms, and faculty members are rewarded for more than just publishing. Industry involvement, problem solving, and the commercialization of technology and research through start-ups and small businesses are encouraged. 

   

Job Title   

Associate Director of Procurement   

Job Description Summary   

The Associate Director will purchase materials, equipment, supplies and services of a specialized or complex nature in compliance with the Florida Board of Governors Regulations, applicable State of Florida Statutes and Florida Polytechnic University purchasing policies and procedures. Reviews and analyzes purchase requisitions, investigates and develops sources of supplies, prepares bid specifications, issues bid requests and reviews quotations. The Associate Director will also interpret and advise on purchasing policies and procedures, and compliance with Laws and Regulations to University departments and vendors alike.   

Job Description   

·         Coordinates purchasing functions, and formulates/develops policies and procedures to effectively administer functions of the Procurement Department.

·         Participates in the direction of the purchasing function.

·         Assumes responsibilities and duties of the Director of Procurement when deemed necessary.

·         Professionally represent the department on various governmental and professional committees, with an emphasis on shared resources and processes. 

·         Serves as the catalyst to interpret and oversee compliance with Florida Board of Governors purchasing regulations, University policies and Florida Statutes. Recommends improvements to effectively manage purchasing administration.

·         Reviews and processes purchase requisitions. Verifies accuracy and conformance with purchasing policies and regulations and determines appropriate method to process requisitions based on dollar amount, timeliness, existing open contracts and/or competitive bidding.

·         Has working knowledge of Enterprise Resource Systems.

·         Reviews business processes in WorkDay and recommends improvements as they relate to Procurement and audit compliance.

·         Oversee and administer expense card program in accordance with Florida Board of Governors purchasing regulations, University policies and Florida Statutes.

·         Oversee expense transactions within Workday to ensure cardholders comply with reconciliation deadlines set forth in the Expense Card Manual.

·         Serve as the liaison between with the Workday Operations team and Procurement Department.

·         Collect and analyze data from Workday to comply with Board of Governor, Board of Trustees, and internal reporting requirements. 

·         Monitor and update Expense Card Manual as University policies and regulations change. 

·         Prepare specifications, legal advertisements, formal bid invitations, Requests for Proposals, Invitations to Negotiate and correspondence regarding purchasing matters. Negotiates contracts as appropriate.

·         Appropriately looks for opportunities to recommend the use of competitive bids obtained by other governmental entities.

·         Resolves problems with vendors and/or University departments regarding price, delivery, returns, warranties, incorrect invoices, etc.

·         Responsible for coaching, resolving issues and serving as a link between subordinates and upper management.

·         Responsible for guiding and training employees to ensure the Procurement Department is fully crossed trained in all areas.

·         Identifies and maintains lists of eligible vendors and selects vendor to procure requisitioned commodities, meeting criteria such as price, quantity, quality and delivery date and orders.

·         Identifies requesting departments’ needs and budgetary requirements and makes recommendations to develop and refine specifications for commodities, supplies or equipment.

·         Oversees state mandated records retention laws for purchasing documents.

·         Recommends operating budgetary needs for assigned areas of responsibility.

·         Responsible for liaison activities among financial area(s) and other departments.

·         Responsible for managing one or more purchasing functions and for formulating and recommending policies and procedures to effectively administer such functions.

·         Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

·         Knowledge of governmental purchasing operations and working knowledge of legal requirements regarding contracts, procurement terms, methods, laws, policies and procedures.

·         Knowledge of competitive bidding statutes and purchasing procedures.

·         Knowledge of auditing and accounting principles

·         Effective communication and interpersonal skills.

·         Ability to work with numbers in an accurate and rapid manner.

·         Ability to develop spreadsheets, databases and do word processing

·         Ability to coordinate multiple task, meet deadlines, handle detailed work and maintain focus with frequent interruptions.

·         Ability to communicate clearly and effectively both orally and in writing and maintain effective working relationships with staff, vendors and the public.

·         Ability to make independent judgment as to the purchase of commodities relative to quality and price; organize and expedite orders.

MINIMUM QUALIFICATIONS:

·         Bachelor’s degree and five years of relevant experience, or at least ten years relevant experience with a minimum of five years managerial experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

·         Professional work experience in Government is required. Florida Government is preferred.

PREFERRED QUALIFICATIONS:

·         Degrees in Business, Public Administration or Supply Chain Management are preferred.

·         Professional purchasing certifications such as CPCP, CPSM, CPPO or CPPB is highly desired.

·         Experience and competency in the use of an ERP financial/procurement system, specific Workday experience is preferred.

REQUIRED LICENSES, CERTIFICATIONS, AND/OR OTHER SPECIFIC REQUIREMENTS OF LAW:

• Must possess a valid driver’s license.
• This position requires a criminal background check, which may include a Level II screening as required by Florida Statute §435.04.
• This position is subject to federal and state privacy regulations.

NORMAL WORK SCHEDULE:       This position is salary exempt.  The normal work schedule is Monday – Friday, 8:00 a.m.-5:00 p.m., however, occasional overtime (weekends and evenings) may be required.

TARGET HIRING SALARY:  $71,350 - $78,925, commensurate with experience.

APPLICATION DEADLINE DATE:  The position is open until filled.

APPLICATION PROCESS:  In addition to completing the online application, all Applicants are required to upload the following as an attachment to the application (preferably in PDF format):

•        Cover Letter

•        Resume

•        List of at least three (3) professional references (names and contact information)

Special Instructions Regarding Attachments:

 

Required attachments are listed on each posting.   Please be sure to attach all required documents in the Resume/CV field before continuing through the application. Once your application has been submitted, no changes may be made and additional attachments will not be considered. 

 

An unofficial copy of the degree/transcript is acceptable during the application process. For positions requiring a degree, the official transcripts are required upon hire. 

 

Foreign Transcript: Transcripts issued outside of the United States require a equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the application deadline.

 

All document(s) must be received on or before the closing date of the job announcements.

  

This position requires a background check, which may include a level II screening as required by the Florida Statute §435.04.