Coordinator of Purchasing and Contracts

Title: Coordinator of Purchasing and Contracts

Position Summary: The Coordinator of Purchasing and Contracts is responsible for planning, organizing, and directing the purchasing and contract administration for the College in coordination with the Tennessee Board of Regents' Purchasing Department. The Coordinator ensures accountability and responsibility for the purchasing function including overall responsibility (in coordination with TBR) for purchasing, contract review and administration of the College's procurement card program compliance. The Coordinator protects the best interest of the College in purchasing matters and ensures compliance with applicable federal and state laws and the policies of the State of Tennessee, Tennessee Board of Regents and the College. Provides general support of the Business Office with purchasing and contract management.

Duties and Responsibilities:

Prepares specifications for purchases, contracts, and analysis for all departments.

Works with TBR to obtain approval of contracts, as applicable.

Develops, documents, implements, and enforces policies and guidelines as directed and on own initiative provides efficient and effective College purchasing, contracts, and credit card operation.

Develops and implements cost-saving measures, identifying waste and recommending improvement.

Works with College departments in all aspects of purchasing and acts as a liaison between College departments, vendors and TBR.

Generates and maintains the required TBR Purchasing and Contracts reporting, including the Small/Minority/Disabled Report and the Contracts Report.

Maintains all vendor data including applications, commodities offered, Small Minority information, IRS forms and vendor performance data.

Coordinates the preparation and review of all procurement and contractual bid documents including vendor selection for bids with TBR.

Coordinates review of the formal bid tabulation, value assessment, and final award decision with TBR.

Reviews recommendations with TBR to ensure the bid awarded is the one that meets specifications, terms, and conditions of the invitation to bid and that quantity and quality are obtained for funds expended.

Serves as liaison between College and TBR for all questions regarding contract evaluation.

Coordinates with TBR to perform a documented review and analysis of all contracts, leases and agreements for the College for required clauses to comply with federal, state, TBR and institutional regulations prior to routing for approval.

Informs management of the need to negotiate with contractors, vendors and legal representatives regarding the disposition of impermissible contract language and participates in the process of such negotiation as needed.

Monitors executed contracts and amendments for compliance with terms and conditions,

Monitors open encumbrances for purchase orders that need closing, need change orders, etc.

Works with Tennessee Board of Regents General Counsel and Purchasing and Contracts Office regarding contracts for goods and services, disposition of impermissible clauses and inclusion of required clauses.

Maintains and monitors the College's credit card system, including procurement card training, system set-up, problems with users, transactions, bank, etc. and performs monthly review of credit card transactions and receipts.

Prepares capital project expenditures and payments, including monitoring the TBR Capital Project system.

Maintains the automated purchasing system, including vendor management, training, adding new users, monitoring transactions. Is the primary point of contact with purchasing software vendor for system issues and upgrades.

Ensures compliance with internal College policies and guidelines; Tennessee Board of Regents policies and guidelines; state purchasing and contractual integrity and compliance requirements; and federal purchasing and contacting regulations.

Works with Federal, State and Internal Auditors and provide data and explanations throughout the audit.

Serves as a member of the Executive Council and other College committees; and maintains membership in the Tennessee Board of Regents Council of Buyers.

Operates independently and with only limited direction in an office involved in providing services to students, staff and community and performing clerical and accounting tasks.

Other duties as assigned.

Required Qualifications: Associate's Degree and three years of related experience OR Bachelor's degree and one year of related experience.

Preferred Qualifications: Experience in a higher education or government setting. Experience reviewing and negotiating government contracts. Banner or similar Enterprise Resource Planning (ERP) experience.

Knowledge, Skills, Abilities, and Work Characteristics: Working knowledge of federal and state government and non profit purchasing law, policies and guidelines. Working knowledge of contract review and contract law. Working knowledge of accounting codes and budget availability. Intermediate to advanced computer skills, including experience with MS Excel, Word, Access, and Outlook. Experience working with large ERP systems and purchasing systems. Ability to develop and monitor business processes for the purchasing function. Ability to properly document processes and transactions for audit. Excellent communication skills and an interpersonal service-oriented attitude. Commitment to problem solving and have strong analytical skills. Ability to serve as a liaison between institutional departments and vendors.

Pay Rate: 40,200.00 - 60,300.00 annual salary depending on experience

Open until Filled: Yes

Special Instructions to Applicants:

Unofficial transcripts are acceptable for the application process. Official transcripts will be required upon hire.

Applicants may be subject to a background check.
Equal Opportunity

Volunteer State Community College, an AA/EEO employer, does not discriminate on the basis of race, color, religion, creed, ethnic or national origin, sex, sexual orientation, gender identity/expression, disability, age (as applicable), status as a covered veteran, genetic information, and any other category protected by federal or state civil rights law. See the full non-discrimination policy.

The Tennessee Board of Regents does not discriminate on the basis of race, color, religion, creed, ethnic or national origin, sex, sexual orientation, gender identity/expression, disability, age (as applicable), status as a covered veteran, genetic information, and any other category protected by federal or state civil rights law with respect to all employment, programs and activities sponsored by the Board. Full Non-Discrimination Policy.


To apply, visit https://tbr.csod.com/ux/ats/careersite/47/home/requisition/8272?c=tbr
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