Director of Materials Management

Job description

Position Number:

000548

Vacancy Open to:

All Candidates

Working Title:

Director of Materials Management

Position Designation:

EHRA Non-Faculty

Employment Type:

Permanent - Full-time

Months per Year:

12

Work Schedule:

Monday-Friday, 8-5

Hours per week:

40

FLSA Status:

Exempt

Division:

Business Affairs

Department:

Financial Services (Adm)

Work Location:

Reese

Salary Range:

$100,000 - $115,000

Primary Purpose of Department:

Financial Services at UNC Charlotte was established to provide central accounting and budgeting services for the University and its affiliated entities (foundations, other related organizations, etc.). The departments within Financial Services are Budget Office, Controller’s Office, Materials Management (including Purchasing and Receiving & Stores), and Treasury Services.

Primary Purpose of Position:

This position is responsible for overall management of the procurement process on the campus. The departments include Purchasing and Receiving & Stores. These functions are to serve as a reliable and complete resource for all University departmental users from the conception of a need through the actual activation of the equipment or service. The position must facilitate the timely and economical acquisition of essential goods and services required to support the educational process in accordance with established University Policies, State Statutes, and the general principles of good administrative practices. The position must assure that material pieces of equipment are properly accounted for and controlled through accurate records and regular physical inventories. In addition, the position must ensure that equipment and materials are properly disposed of in accordance with applicable State of North Carolina requirements once they have reached the end of their useful life.

Summary of Position Responsibilities:

The position oversees the procurement of all equipment, services, and supplies for the University. The office is delegated authority by the NC Division of Purchase & Contract and the UNC Board of Governors to process procurements up to $500,000. Requirements in excess of that amount must be fully described and packaged for bidding by the NC Purchase & Contract Division. All procurement activities must be performed in accordance with the requirements of a number of University Policies, State Statutes, the North Carolina Administrative Code, and the State Purchasing Manual. The Director must possess a thorough knowledge of these documents in order to serve as a resource person for both the buyers in Purchasing and end users on campus. The Director must give guidance in determining needs as well as ensuring that proper format, routing, and approvals are obtained to meet requirement of State offices, primarily Purchase and Contract Division of the Department of Administration. The position reviews transactions that are processed, analyzing to determine possible areas for cost savings and improved services as well as policy compliance.

The Director is responsible for regularly reviewing internal purchasing procedures in order to propose any changes necessary to keep them current. The position is also responsible for preparing all continuation, change budget submissions, and special funding requests for Materials Management. In addition, the Director also oversees the preparation of numerous special reports as requested by University administration or State offices. These include Historically Underutilized Business quarterly submissions, annual reports on procurement of recycled items, evaluations of increases in the purchasing benchmarks, etc.

The Director serves as the contact for all external reviews of the department including the procurement audit performed by the Purchase and Contract Division of the Department of Administration and information requests from the State Auditors.

The position reviews, approves, and coordinates training for all requests to utilize the electronic requisitioning capabilities of 49er Mart (the Jaggaer purchasing software). The Director reviews and codes all applications of vendors interested in doing business with the University. The position also serves as the first respondent on behalf of the University in any protest proceeding.

The Purchasing Department handles repair and renovation construction projects up to $300,000 following procedures prescribed by the Office of State Property and Construction. The Director serves as a resource in the preparation and award of these contracts. On major capital building projects, all of the movable equipment must be acquired by Purchasing. Often, other items such as carpet are also pulled from the building’s general contract and routed through Purchasing for acquisition in order to produce additional savings. The Director handles most of these requirements directly. The position must work with building committees, interested faculty, department heads, deans, vice chancellors, facilities management personnel, and state officials in ensuring that these needs are properly met.

Receiving & Stores

Receiving & Stores serves as a bulk procurement facility for products used regularly by a number of different departments. This service is especially important when state contracts require the purchase of goods from non-local sources, thus making availability a problem. The items currently handled through Stores include general office supplies (prime vendor contract arrangement), office furniture, toner, and paper products. The Director must constantly review items being procured through the Purchasing Department to identify products that would be appropriate to add to this mix. The position must also be aware of current market conditions that should alter the mix or method of acquisition. The Director develops the budget and future sales projections for this auxiliary operation with input from the Warehouse Manager.

The Director is also responsible for proper receipt and redelivery of all bulky goods procured by the campus, and for proper documentation of receipt of all goods and services acquired by the campus, including those shipped via priority handlers directly to the end user departments. The position prepares continuation budgets and special funding requests to support the operation of the Receiving & Stores. The Director also reviews, approves, and coordinates training in all requests by individual departments to utilize electronic capabilities for recording receipt of merchandise.

The Director must ensure the proper inventory of all material assets in excess of $5,000 on an annual basis in accordance with University policy. The Director is responsible for establishing and maintaining a framework for submitting annual reports to internal and state auditors regarding additions to/deletions from and dollar status of the fixed asset system. The Director must also establish systems to ensure that material and equipment items are properly disposed of at the end of their useful lives. Resources must be provided to pick up, store, process sale bid paperwork, and effect valid disposition of all surplus items.

Listed below are specific examples that reflect these administrative responsibilities and duties that characterize active, continuing involvement in formulating, interpreting and implementing institutional policy as it relates to the mission of the institution and to the position’s area(s) of responsibility.

1.Establishment and review of departmental goals and objectives.
2.Selection, appraisal, training, counseling, and discipline of employees.
3.Training of using departments with regard to proper procurement procedures.
4.Evaluation of success of programs and progress toward goals and objectives. This includes the necessity of communication with users of services and University administrators.
5.Review of contract documents for licenses, goods, and services required by the University. These are reviewed with the University Attorney where appropriate, and the documents are prepared for signature by the Vice Chancellor or the Associate Vice Chancellor for Finance.
6.Identify and implement new programs to enhance Materials Management’s service to the University.

Minimum Education/Experience:

The Director of Materials Management is expected to have a Bachelor’s Degree in a relevant discipline with at least ten years of experience in increasingly responsible related positions and a minimum of five years of senior administrative experience in procurement and warehouse operations, preferably in a university or not-for-profit environment. Demonstrated ability to successfully manage and develop staff, to work collaboratively with multiple constituents, to represent the fiscal affairs operations broadly across the University; superior interpersonal and communication skills and the ability to think creatively, strategically, and pro-actively. Experience with Banner Financial Systems and Jaggaer Contract Management software is desirable.

Preferred Education, Knowledge, Skills and Experience:

A Master’s Degree in a relevant discipline is preferred.

Experience with North Carolina purchasing requirements and/or the University of North Carolina System is preferred.

Necessary Certifications/Licenses:

N/A

Preferred Certifications/Licenses:

CPCM – Certified Professional Contract Manager
CPM – Certified Purchasing Manager
CPPM – Certified Professional Purchasing Manager
CPPO – Certified Public Procurement Officer

Special Notes to Applicants:

Review of applications will begin immediately; for first consideration apply by Feb 28, 2021.
The finalist will be subject to a criminal background check.

Posting Open Date:

02/12/2021

Posting Close Date:

02/28/2021

Open Until Filled:

No

Proposed Hire Date:

04/01/2021

 

 

 

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Job No:
Posted: 2/20/2021
Application Due: 2/25/2021
Work Type: Full Time
Salary: