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Associate Director, Strategic Sourcing & Contracts

Job Details

About Worcester State University:

WORCESTER STATE UNIVERSITY is a liberal arts and sciences university with a long tradition of academic excellence dating back to 1874, as well as an Affirmative Action/Equal Opportunity Employer that seeks to reflect the diversity of its community. Our workforce is dedicated to academic quality, student-centered programming, engaged citizenship, open exchanges of ideas, diversity and inclusiveness, and civility and integrity. We are looking for job applicants who share these values and commitment to our students.

Worcester State is centrally located in Massachusetts, about an hour's drive from Boston, Springfield, and Providence, Rhode Island. Our 58-acre campus is nestled in the residential northwest side of Worcester--the second largest city in New England and home to 37,000 college students at more than a dozen colleges and universities. Over 6,000 of those students attend Worcester State--approximately 5,300 are undergraduates and 1,000 are graduate students. Learn more about us at worcester.edu/about .


Job Description:

OFFICIAL TITLE: Associate Director, Strategic Sourcing & Contracts
SUPERVISION RECEIVED: Chief Procurement Officer
SUPERVISION EXERCISED: Subordinate classified and professional staff

General Statement of Duties: The Associate Director, assist the Director or other appropriate administrator in the overall management and administrative direction of all aspects of the procurement function. The position supports a broad range of purchasing and vendor contracting for the University's internal departments. Works closely with University stakeholders in contract negotiations, strategic sourcing, supply chain management, and vendor engagement and management. Oversees daily processes that improve vendor relationships, enhance service levels, and create an efficient procurement process to meet university goals and initiatives. This position is generally responsible for the daily procurement, contract and sourcing operations. The incumbent will ensure compliance with state, federal, agency, and university regulations, policies, and procedures. Focuses on achieving operational efficiencies, strategic cost savings while streamlining the request to purchase order process and vendor contracts management.

Responsibilities:

(E) = Essential

  1. (E) Acts as deputy director and point of contact for the Procurement Department in the Director's absence and provides support to the Director for the day-to-day supervision of the department.
  2. (E) Works collaboratively with the Payment Operations Manager to ensure that Purchase Orders are paid on time and that Contracts are billed correctly according to its terms.
  3. (E) Collaborates closely with the Payment Operations Manager in ensuring that the transactions under the Purchasing, Travel and Reimbursement Administrator role for P-Card purchases, Travel Purchases and Reimbursement comply with all procurement regulations.
  4. (E) Responsible for the overall management, oversight and maintenance of the University's Procurement Card (P- Card) Program.
  5. (E) Assist the director in creating an organizational infrastructure and develop the team to meet the needs of procurement transformation.
  6. (E) Provide direct supervision for the procure process including ensuring accuracy, comprehensiveness
  7. (E) Provide training to office staff and campus community.
  8. (E) Ability to reconcile expense reports to bank statements and internal budget codes.
  9. (E) Supervises Purchasing and Sourcing staff as needed.
  10. (E) Serve as next level of contact for vendors and employees with non-routine issues, unusual, or extraordinary circumstances that are not able to be resolved by the buyers.
  11. (E) Exercise discretionary judgment about special circumstances and problem resolution in consultation with the Director.
  12. (E) Proposes processes, policies and procedure changes as part of continuous improvement efforts working toward operational excellence.
  13. (E) Fosters and maintains positive relationships and works collaboratively with faculty, staff, students, and vendors.
  14. (E) Responsible for reviewing contracts/agreements and leases for the University as assigned or needed by the Director.
  15. (E) Drafts contracts and amendments, helps interpret and enforce contract requirements, participate in negotiations when necessary, and provides input into the development of specific standards for bidding, contracting, and contract management.
  16. (E) Ensure compliance with University Policies and Procedures, including bid policies.
  17. (E) Assist in the establishment and implementation of an effective contract administration digitalized system designed to ensure contract performance and maintains appropriate contract records and files for compliance.
  18. (E) Assists, manages and or develops specifications and scope of services, bid tabulations, contracts and purchase orders in compliance with established rules, regulations, policies and procedures.
  19. (E) Assists, manages and or prepares and issues solicitation documents and public notices in accordance with applicable State regulations.
  20. (E) Assists, coordinates and facilitates pre-bid meetings and proposal evaluation meetings. Receive and evaluate proposals and bids; Prepares solicitation award recommendations
  21. (E) Assist in the preparation of documents and information for audits and public records requests.
  22. (E) Develops and maintains positive, professional working relationships with internal and external constituents including but not limited to faculty and staff, vendors, Massachusetts Attorney General's Office, State Comptroller, Operational Services Division, COMMBUYS, and MHEC.
  23. (E) Assist in the creation of a robust vendor management function with a university-wide database on vendor performance.
  24. (E) Assist in the creates and monitors key performance indicators (KPIs) for the end-to-end procurement function.
  25. (E) Administers and or assists the director with the university bid process and requests for proposals for goods, services, and equipment; develops solicitation documents and technical specifications to ensure the university is conducting best value procurements that follow state rules and regulations.
  26. (E) Manages vendor negotiations, consistent with Commonwealth of Massachusetts laws, rules, and regulations, seeking the most favorable price consistent with university standards for quality, quantity, and specifications.
  27. (E) Responsible for contributing to the WSU Strategic Plan.
  28. (E) Responsible for contributing to Equal Opportunity/Affirmative Action objectives.
  29. (E) Supervises and or manages IT/ITI Processing (internal back charge transactions from State Comptroller).
  30. (E) Critical Maintenance encumbrances on local and State system.
  31. (E) Critical Repairs encumbrances on local and State system.
  32. (E) MMARS Encumbrances (State system vs local).
  33. (E) Manages WSU Toll Transponders.
  34. (E) Manages contract files and database.
  35. (E) Point of contact with Budget managers.
  36. (E) Problem solves discrepancies/errors.
  37. (E) Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students.
  38. (E) Responsible for contributing to the WSU Strategic Plan.
  39. (E) Responsible for contributing to Equal Opportunity/Affirmative Action objectives.
  40. Performs other duties as assigned.



Requirements:

Required Qualifications:
  • Bachelor's degree in business administration or similar field.
  • A minimum of 5 years of professional experience in procurement, strategic sourcing or contract management.
  • At least 3 years of experience as a supervisor.
  • Demonstrated experience in independently drafting and analyzing RFPs, RFQs, RFIs, contracts, business documents, and/or other agreements while ensuring compliance with applicable laws, guidelines, and prime contract terms.
  • Ability to acquire and maintain a Massachusetts Certified Public Purchasing Official (MCPPO) designation.
  • Knowledge of the Contract Management Cycle.
  • Strong time management and organizational skills with ability to effectively balance multiple priorities with comp Excellent, solid deductive reasoning and quantitative analysis skills
  • Coachable, highly motivated, self-starter, proactive and dynamic attitude.
  • Ability to research transactions, analyze, and cross reference information to ensure accuracy and compliance.
  • Ability to clearly communicate procurement processes and policies to a broad spectrum of internal users and stakeholders in a collaborative manner.
  • Proficiency with Microsoft Suite (Word, Excel, PowerPoint) and Google Docs, Sheets.
  • Ability to set clear goals, establish Standard Operating Procedures and effectively communicate them with procurement and accounts payable staff.
  • Excellent customer service Strong leadership skills.
  • Excellent verbal and written communication skills.
  • Ability to successfully pass a thorough background check and CORI check.
  • Ability to perform the essential functions of the position with or without reasonable accommodation.
Preferred Qualifications:
  • Experience in a higher education or Commonwealth of Massachusetts environment.
  • Experience with State M.G.L. and Federal regulations guiding procurement practices or other regulatory compliance environment.
  • Experience with Ellucian Colleague.
  • Experience with MMARS.
  • Active Massachusetts Certified Public Purchasing Official (MCPPO) designation.

Additional Information:

This is a full-time, benefited, exempt, professional APA position. The firm annual salary range for this position is $90,000 - $95,000, commensurate with relevant professional experience and education.

It is the policy of Worcester State University that all employees be fully vaccinated against COVID-19 before they begin employment. Proof of the COVID-19 vaccine is required of all individuals hired by WSU, to be verified after an offer of employment has been made, and as part of the background check process. Prospective employees may submit a request for exemption based on a religious and/or medical basis, to Human Resources, after an offer of employment has been made.

Worcester State University offers a competitive benefits package that includes:
  • a choice of 9 different pre-taxed, health insurance plan options
  • a choice of pension or 401(a), and supplemental plan retirement options
  • life insurance up to 8x the annual salary
  • long-term disability coverage
  • dental insurance
  • 20 vacation days accrued per year
  • 15 sick days accrued per year
  • 5 personal days per year
  • paid holidays
  • tuition remission for self, spouse, and dependent children
  • and more...
We are an equal opportunity/Affirmative Action Employer. M/F/D/V. Members of traditionally underrepresented groups are strongly encouraged to apply.


Application Instructions:

Applicants must apply online and may do so by visiting www.worcester.edu/careers, and submitting a cover letter, resume, and the contact information of three professional references.

For assistance with uploading materials, log a ticket via the HelpDesk link, or contact us directly at 508-929-8053.

URL: www.worcester.edu

Company

Worcester State University

Founded in 1874 as a teacher-training school, Worcester State University has grown to become a traditional liberal arts and sciences university with programs spanning the biomedical sciences, business, humanities, behavioral sciences, the health professions, and, of course, education.

The Worcester State University campus is centrally located in Massachusetts about an hour’s drive from Boston and Springfield, Mass. and Providence, R.I. Our 58-acre campus is nestled in the residential northwest side of Worcester—the second largest city in New England and home to 37,000 college students at more than a dozen colleges and universities.

The Worcester State University campus is centrally located in Massachusetts about an hour’s drive from Boston and Springfield, Mass. and Providence, R.I. Our 58-acre campus is nestled in the residential northwest side of Worcester—the second largest city in New England and home to 37,000 college students at more than a dozen colleges and universities.

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