Associate Director of Purchasing and Procurement

Wesleyan University, founded in 1831, is a diverse, energetic liberal arts community where critical thinking and practical idealism go hand in hand.

Position Details
The Finance Office is responsible for the Purchasing & Procurement functions for Wesleyan University. The department is responsible for managing the procurement processes on a university-wide basis, this includes negotiations, contracts and legal agreements associated with the acquisition of goods and services that support Wesleyan’s educational, research and community support initiatives.

Reporting to the Director of Purchasing, the Associate Director of Purchasing and Procurement is a new position within the department. The role will focus on expanding the scope of assistance offered to departments, strengthening existing and building new supplier relationships, contributing to the usage analysis as well as assisting with special projects.

Additionally, the University is transitioning to Workday and the position will play a lead role in evaluating the Procurement functionality and scope of the Procure to Pay process including utilization of sourcing and bidding features, contracts and supplier portals. The position will also help with the transition of the current Procurement system to Workday.

Specific Responsibilities include:

Administrative

• Review, maintain, update and revise department policies and procedures.
• Understand Wesleyan negotiation methodology.
• Meet with assigned departments regarding their procurement needs.
• Solicit new internal clients by meeting with untapped departments.
• Act as backup for the Director of Purchasing.
• Build sustainable purchasing and supplier diversity guidelines.
• Write monthly Purchasing Newsletter.

Purchasing Portal

• Evaluate the Workday purchasing portal functionality and assist with the transition to Workday.
• Maintain all aspects of supplier portal including adding punchout suppliers, , following up and resolving issues with buyers, receiving, open purchase orders and requisitions.
• Maintain shipping locations.
• Expand the use of the Workday system by identifying and onboarding additional suppliers, as well as utilizing the sourcing and bidding features.
• Create/write training materials for all Workday system enhancements as they become available.

Request For Proposal ( RFP )

• Manage and oversee the RFP request process with input from departments.
• Draft the RFP’s including creating an Excel sheet for bids.
• Send RFP letters to the vendors.
• Receive and analyze bids from vendors.
• Create an executive summary of meetings and proposals for the Purchasing Director.

Contract Review and Negotiation

• Update and maintain a list of active contracts, proactively contact departments to renew and renegotiate contracts as appropriate.
• Negotiate new contracts and rebate structures as needed.
• Carefully review terms and conditions of contracts and ensure that the scope of work is complete and correct.
• Consult with Director or legal counsel as required.

Supplier Relationships

• Identify and meet with current (existing) and potential (recommended by internal department or direct solicitation) suppliers.
• Create and analyze reports on supplier usage to identify trends and make data informed recommendations for expansion or deletion of suppliers.
• Focus on identifying diverse suppliers.
• Communicate regularly with suppliers about new quotes, contracts, renewals, terminations and promotional items.
• Research and recommend alternate products and suppliers as needed.

Procure to Pay Process Input

• Work collaboratively with University Procure to Pay constituents including Accounts Payable, General Counsel, Facilities and end user buyers.
• Train end users on purchasing policies and procedures.
• Other duties as assigned.
  
  

This position is an on-campus position with potential for a hybrid (on campus and remote) schedule in the future. All positions may require on campus meetings.Remote work is only considered for residents of MA, VT, NH, ME, CT, RI, or NY. (Relocation assistance to CT is available for those who qualify).
Minimum Qualifications
Bachelor’s degree and minimum of five years of previous procurement work experience or an equivalent combination of education, training and experience.

Strong technical skills and experience working in and with e-procurement systems.

Knowledge of purchasing strategies.

Exposure to complex contracts, developing bids and developing written procedures.

Effective communication skills.

Knowledge of effective negotiation.

Proficiency with MS Office Suite (Outlook, Excel, PowerPoint, Word).

Track record of building relationships and providing excellent customer service to internal clients and suppliers.

Track record of analyzing data and making data informed recommendations.

Awareness of sustainable procurement practices.

Excellent organization and interpersonal skills.

Ability to work individually as well as part of a team.
Preferred Qualifications
Prior experience with Workday.

Experience configuring an e-procurement system.

Experience with contracts.

Track record of negotiating and managing contracts.

Track record of building and maintaining Vendor relationship.
Special Instructions to Applicants
Position is open until filled. For full consideration please apply by December 1, 2023 when first review of applications will begin.
Additional Information
All offers to external applicants are contingent on the candidate’s completion of apre-employment background check screeningto the satisfaction of Wesleyan University.

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504 or any other non-discrimination policies should be directed to Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator. Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan University?s Clery Act Report are available on request and online at http://www.wesleyan.edu/publicsafety/compliance.html.