Assistant Director of Procurement

Description/Job Summary

Reporting to the Director of Procurement, the Assistant Director of Procurement is a dynamic and dedicated professional responsible for assisting in the daily management and supervision of the Procurement operations, ensuring appropriate and consistent Statewide interpretation of and compliance with State procurement laws, regulations, policies, and procedures. The Assistant Director of Procurement executes this duty through the establishment of policy and procedures and the consistent, appropriate application of these policies and procedures through Procurement operations as well as the campus community. The Assistant Director of Procurement assists in allocating financial and personnel resources in a manner to achieve both day-to-day operating goals as well as the department's strategic goals. The Assistant Director of Procurement prepares budgetary plans and recommendations to obtain the needed resources to achieve the department's mission and ensures that budgetary controls exist to monitor, verify, and reconcile financial activities. As a part of the management function, the Assistant Director Procurement assists in developing the vision and strategic planning leadership for these areas, including the establishment and implementation of goals and objectives to achieve these strategic plans.

Responsibilities/Duties

(LEADERSHIP)

  • Assists the Director in providing direction, training, and guidance to procurement staff; assigns, reviews, and evaluates or approves the work and trains lower-level Procurement staff;
  • Provides training to College staff on procurement protocols and best practices
  • Assists in overseeing, planning, directing, organizing, and authorizing all procurement activities for the College;


(PROCUREMENT OPERATIONS & MANAGEMENT)

  • Track and report key functional metrics to reduce expenses and improve effectiveness
  • Craft negotiation strategies and close deals with optimal terms for the College
  • Identifying opportunities to leverage the College’s purchasing strength by coordinating College-wide contracting and purchasing where feasible.
  • Developing, documenting, and implementing comprehensive purchasing policies and procedures that leverage industry-leading practices
  • Ensuring that policies, procedures and required forms are updated as necessary to reflect current practices and are effectively communicated to the user community via the College website and other communication methods.
  • Ensuring the use of College contracts where applicable.
  • Interacting with campus liaisons to coordinate sourcing and procurement protocols for contracts, bidding, etc.
  • Assembles statistical and narrative data and prepares reports for use in evaluating State procurement activity and performance measurement;
  • Assists in handling the most complex agency problems and issues related to statewide procurement laws, regulations, policies and procedures;
  • Assists in overseeing specification development for commodity and services, selection of procurement method, regulatory approvals, pre-bid/proposal conferences, bid openings, bid/proposal evaluation, preparation for award, debriefing, contract execution and contractor performance issues;
  • Develops contract specifications including performance and acceptance standards, payment terms, contract management elements, contract modifications, contract renewals and advertisement requirements in accordance with State procurement procedures, laws, and regulations for the procurement of all necessary services, supplies, equipment, real estate, construction, indefinite quantity contracts, facilities maintenance and commodities
  • Determines basis for awards and evaluation criteria;
  • Conducts pre-bid/pre-proposal conferences, site inspections, explains procurement requirements, establishes procurement procedures, and schedules, participates in, and conducts offerors’ discussions and contract negotiations;
  • Examines bid proposals to determine issues of responsiveness and responsibility and need for additional information;
  • Conducts bid openings for competitive procurements to determine whether offerors are qualified to be selected for award and may recommend proposals for awards;
  • Manages the advertisement of procurement opportunities, distributes specifications to vendors, conducts vendor conferences, receives, and secures bid or proposals, oversees the evaluation process and contract award;
  • Assists with or conducts debriefings;
  • Negotiates the most favorable prices, terms and conditions for noncompetitive sole source and emergency procurements;
  • Researches materials and provides testimony regarding Board of Public Works items and prepare documents for BPW contract approval;
  • Prepares minutes of pre-bid/pre-proposal conferences, addenda to Requests for Proposals (RFP)/Invitation for Bids (IFB) and answers written questions from potential bidders and offerors;
  • Provides testimony in bid protest disputes;
  • Evaluates contractor’s performance against terms and conditions of contracts and recommends corrective actions, such as the application of damages, withholding of payment or termination of contract;
  • Confers with Assistant Attorney General’s Office regarding bid irregularities, contract disputes, protests, vendor compliance or appeals and Public Information Act requests;
  • Verifies Certificates of Insurance, Bonds, and references for compliance with contract requirements;
  • Verifies Minority Business Enterprise (MBE) participation;
  • Implements new and revised fiscal policies, procedures, and standards to capture complex procurement costs;
  • May provide advice and guidance to paraprofessional support staff;
  • Provides technical assistance and support to college-wide FMIS users;
  • Applies procurement laws and agency procurement policies and procedures relative to the administrative duties associated with contract preparation and administration;
  • Assists in overseeing BCCC compliance with State of Maryland Corporate Purchasing Card Program and the State of Maryland Minority Business Enterprise Utilization program.
  • Ensures compliance with procurement regulations established by COMAR Title 21, as well as procurement policies and procedures as set forth by the, the Department of General Services Office of State Procurement (DGS-OSP), Department of Information Technology (DoIT), and the College;
  • Ensures timely completion of all required reports and submissions required for State regulators and governmental agencies, internal and external auditors;
  • Assists in the preparation and monitoring of the Purchasing budget. Helps establish controls and measures for performance; assists in identifying and implementing strategies resulting in minimizing divisional costs while maintaining quality;
  • Attends Board of Public Works and/or Board of Trustee meetings to present large procurements for approval as necessary;
  • Other related duties as assigned.
Required Education
  • Education: A Bachelor’s degree from an accredited college or university.
Required Qualifications
  • Experience: Four (4) years of professional public sector procurement, or private sector contracting experience, including activities such as soliciting, evaluating, negotiating, and awarding contracts, advertising procurement opportunities, distributing specifications to vendors, coordinating bidder evaluation committees, conducting vendor debriefings, monitoring contract performance, eProcurement management, professional’s certification, or procurement business operations.
Preferred Qualifications
  • Experience in procurement for an institution of higher education.
  • Experience with FMIS, the State of Maryland’s Financial Management Information System.
  • Certification as a Procurement Professional Certification from the Maryland Department of General Services

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