Assistant Director, Purchasing

Fairfield University is a co-educational, comprehensive Jesuit university with a 200-acre campus located along the scenic shoreline community of Fairfield, CT. The University is comprised of approximately 3,500 undergraduate and 1,200 graduate students pursuing degrees within 5 schools: The College of Arts and Sciences, The Charles F. Dolan School of Business, The School of Engineering, The Marion Peckham Egan School of Nursing and Health Studies, and School of Education and Human Development. As an expression of our Jesuit, Catholic mission and identity, Fairfield embraces a liberal humanistic approach to education, encouraging critical thinking, cultivating free and open inquiry, and fostering ethical and religious values.

Job Description:

DIVISION: Finance

DEPARTMENT: Purchasing

JOB SUMMARY:

Responsible for procurement of goods & services in accordance with prescribed University purchasing policies and procedures. Provides a high level of administrative and office management support to the Purchasing Director with limited supervision; possesses detailed knowledge of departmental policies and procedures, general knowledge of University Policies and procedures and makes decisions within defined guidelines on non-routine departmental matters; directs operational workflow from Director to support staff; assists the Purchasing Director in special projects as requested.

Possible backfill for retiring Purchasing Director in 2-3 years.

QUALIFICATIONS

EDUCATION: Bachelor’s degree required, or equivalent relevant experience.

EXPERIENCE: 7+ years purchasing or related experience and/or education from which comparable knowledge, skills and abilities have been achieved. Experience preparing and analyzing bid documents, negotiations, and contract review. Experience with Workday is a plus.

KNOWLEDGE AND SKILLS: Extremely organized, self-starter with proven ability to problem solve, use independent judgement and communicate well with all levels at the University. Ability to work independently and as part of a team. Ability to assess and prioritize multiple tasks, projects, demands to meet deadlines. Good understanding of common contract legal and business terms. Demonstrated ability to Coach/mentor staff. Strong Computer Skills, Proficient with MS Office Suite (Outlook, Excel, Word).

UNUSUAL WORK CONDITIONS: None

SUPERVISORY:

Junior Buyer

Purchasing Assistant

REPORTS TO: Purchasing Director

ESSENTIAL FUNCTIONS:

1. Reviews and processes electronic purchase requisitions. This involves examining requisitions to ensure accuracy and completeness and contacting end user/supplier for clarification if needed, as well as ensuring all required back-up (bid/justification form, quotes, etc.) is received by Purchasing.

2. Taking the lead on Sourcing initiatives assigned by the Purchasing Director.

Working closely with internal clients, preparing, reviewing and issuing Requests for Quote/ Proposal, analyzing bids and developing final bid tabs and negotiating with suppliers.

3. Perform contract review for content, legal compliance and business terms.

4. Work with Purchasing Director to identify, plan and develop projects which reflect continuous improvement and cost savings.

5. Responsible for investigating new sources of supplies and services in order to maintain an ongoing competitive environment.

6. Establish and maintain an open line of communication, and effective working relationship with existing and potential suppliers.

7. Participate in testing and evaluating upgrades to Procurement system.

8. Directs operational workflow from Director to support staff and follows it through to completion. This involves overseeing and monitoring workflow status to assure timely completion, as well as training staff in departmental policies and procedures, general purchasing operations, and training and support of University employees in all aspects of online requisitioning and purchasing modules.

9. Supports the Director in special projects as requested.

10. Performs the duties of the Asst. Buyer in the event of their absence.

11. Act on behalf of Director during Director’s absence.

12. Participates in the growth and development of the department. This involves serving as a responsible committee representative as requested, maintaining membership in professional organizations such as National Association of Educational Procurement (NAEP) and Connecticut Colleges Purchasing Group (CCPG), and promoting an image of efficiency and courtesy throughout the university community.

1. Performs other related duties as directed.

Duties may be changed and/or be added at any time.

*Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive

inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

Category:

Finance - Admin

Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.

*Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.

All offers of employment are contingent upon a satisfactory background check.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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