Administrative & Diversity Manager

Adair Village, Benton County / Corvallis, Benton County
Apr 25, 2014

Appointment Type: Administrative/Professional Faculty

Department: Procuremnt/Contract Svcs 420200 QBS

Position Summary: Procurement, Contracts and Materials Management is seeking an Administrative & Diversity Manager. This is a full-time (1.0 FTE), 12-month, fixed term professional faculty position. Reappointment is at the discretion of the Director.

The purpose of this position is to oversee the development and implementation of the Supplier Diversity Initiative Program for the University. This includes representing the University at various outreach events, monitoring new legislation and regulations, and maintaining and developing a working relationship with the Governor's Advocate. This position will also oversee and provide supervision to the administrative functions of the Procurement, Contracts and Materials Management department. This position reports to the Chief Procurement Officer.

Position Duties: 25% Supplier Diversity Program Development/Implementation
Independently develop and implement an effective University Supplier Diversity Program for OSU. The University Supplier Diversity Program will focus on building strong relationships and increase business opportunities for Minority, Women-Owned and Emerging Small Businesses (MWESB). As this is a new program to the University, this position will develop and maintain a mission and strategic plan that will drive and influence procurement activity with MWESBs as well as develop and maintain University policies pertaining to supplier diversity.

Develop a strategic plan that focuses on creating procurement opportunities for MWESBs, strengthens OSU's relationship with the MWESB community and promotes OSU's MWESB efforts.

Act as the University liaison and ambassador to the State of Oregon Governor's Office. This position will develop and maintain a strong and effective relationship with the Governor's Office to identify ways to enhance the University's reputation with the MWESB stakeholders and to build and strengthen the University Supplier Diversity Program.

Determine targeted areas for redirecting spending based on campus departments' needs and following procurement and contracting policies.
Lead assessment of MWESB activity at the University, troubleshooting and problem solving issues, making recommendations for improvements or enhancements that would strengthen the program.

Direct and manage the administrative functions of Procurement, Contracts and Materials Management (PCMM) through effective daily interactions and decisions required to assist the staff and students while supporting the departmental needs. Provide oversight of human resources, travel and training, and fiscal activity support for PCMM. Lead the development and revision of office procedures to accommodate and continually enhance Procurement, Contracts, Surplus, and Campus Recycling programs. Coordinate processes and streamline workflow to ensure maximum efficiency. Contribute ideas to Chief Procurement Officer regarding the improvement of administrative team's processes and the functionality of the PCMM operation and implement such improvements as appropriate.

Provide oversight of the administrative team's effective utilization of all PCMM databases.

Work with the Chief Procurement Officer to identify departmental needs in developing and disseminating surveys, the results of which can impact the department's strategic plan and direction. Provide survey results to unit leaders and Chief Procurement Officer. Using survey data, prepare professional reports.

20% Diversity Program Outreach/Marketing
Liaison with and advise suppliers on the process to become a Certified MWESB through the State of Oregon Office of Minority, Women and Emerging Small Business office, advocating for the State's programs and recommending those suppliers become certified.

Institute a communications strategy that promotes awareness of MWESB policy and influences the use of MWESB suppliers by departments when feasible. Communication strategy will include the development of publications, website content and marketing materials.

Position Duties (continued): Develop an effective outreach strategy to encourage MWESBs to engage in the University's business of procuring goods and services. Represent the University at outreach events and training presented to facilitate a diversified supplier base. Coordinate with Procurement, Capital Planning and Development, and other pertinent university staff for their involvement in these events. Give presentations at outreach events, acting as the University representative for both MWESB and University concerns. Plan and organize MWESB events at the University; develop promotional material to aid businesses in working with the University; represent the University with applicable MWESB organizations; respond to vendor inquires, providing information on how to conduct business with the University as well as contact information for purchasing analysts and campus departments as appropriate.

Provide leadership and supervision to assigned PCMM administrative support staff and student worker/s (Administrative Team). Plan, assign and oversee work. Manage administrative support staff schedules ensuring adequate office coverage. Provide cross training as contingency for staff absences and vacancies. Monitor attendance; review and approve attendance and leave requests via the EmpCenter online system.

Hire and train staff. Establish goals, objectives and assess annual performance. Prioritize workload as needed. Develop a framework for corrective actions within Human Resources guidelines and policies and discipline as needed. Maintain secure personnel files for positions this position supervises using the guidelines by Human Resources. Responsible for terminating positions if necessary.
Provide coaching and mentoring for staff professional development and growth. Identify professional development needs and training to address those needs.

10% Policy Interpretation/Implementation
Apply federal and state regulations to provide program wide application.
Stay abreast of MWESB initiatives and inform University staff of new legislation and regulations that affect University procurement practices related to business diversity and develop policy and/or programs to ensure compliance.
This position is the primary resource and point of contact for both suppliers and OSU staff for information pertaining to the University Supplier Diversity Program. As the University Supplier Diversity Program subject matter expert, advise, train and assist university personnel to provide maximum practical opportunities for MWESB business concerns to participate in the University's procurement processes in such areas as goods, professional and other services. Provide effective training on the University Supplier Diversity Program.

5% Program Evaluation/Reporting
Develop an effective reporting system. Monitor MWESB activity by capturing pertinent data and using that data for making decisions that impact the program. Prepare professional written reports pertaining to MWESB activity for use by the President, Vice President for Finance and Administration, legislative liaisons and other senior staff. Analyze data and use metrics to recommend or influence decisions pertaining to procurement practices and ways that the University does business with suppliers.

Other duties as assigned by supervisor.

Working Conditions/Work Schedule:

Minimum/Required Qualifications: Bachelor's Degree or equivalent combination of education and experience

One or more years lead work

A demonstrable commitment to promoting and enhancing diversity

Demonstrated ability to perform statistical analysis and use that information to prepare and provide professional reports

Exhibit strong, engaging and effective communication and interpersonal skills, including active listening

Highly effective in working with individuals and groups from a wide variety of personalities and cultural backgrounds as well as organizational levels

Two or more years of experience providing administrative support to a business organization

Strong organizational skills

Demonstrated commitment to a high level of customer service

Demonstrated experience in use of Microsoft Office Software with excellent skills in use of Microsoft Word and Excel

Ability to work independently with minimal supervision

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OAR 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.

This position requires driving a University vehicle or a personal vehicle on behalf of the University; therefore, the incumbent must successfully complete a Motor Vehicle History Check, possess and maintain a current, valid driver's license in their state of residence, be determined to be position qualified and self-report convictions (as per Voluntary and Compulsory Driver Standards OAR 125-155-0200) as per OAR 576-056-0000 et seq. Offers of employment are contingent upon meeting all minimum qualifications including the Motor Vehicle Check Requirement.

Preferred (Special) Qualifications: Master's Degree in related field

Professional experience within a higher education institution

Experience with the coordination and planning of events

Supervisory experience

Experience in process mapping

Excellent skills in use of Microsoft PowerPoint and Visio

Scholarly Outcomes for Position (academic faculty only):

Posting Date: 04-17-2014

For Full Consideration Date:

Closing Date: 05-01-2014

Recommended Full-Time Salary Range: $40,600-$68,900

Posting Number: 0012282

Quicklink for Posting: