Manager, Facilities Purchasing

About Occidental College

Founded in 1887, Occidental is a nationally recognized, private college of the liberal arts and sciences, dedicated to providing a gifted and diverse group of students with a total educational experience of the highest quality -- one that prepares them for leadership in an increasingly complex, interdependent and pluralistic world.

What makes Occidental special? An intellectually rigorous academic environment. Small classroom settings where students collaborate with professors and their peers while pursuing or discovering their passion. A beautiful residential campus that offers students hands-on engagement with the cultural and intellectual resources of Los Angeles. A community open to stimulating conversation and divergent points of view. Some 2,100 students from 46 states and 28 countries choose from 41 majors and minors and participate in one the country’s top undergraduate research programs. Oxy students routinely win top awards and fellowships; its first Rhodes Scholar was named in 1907. Dedicated to excellence and equity, Occidental also is one of the country’s most economically diverse campuses, according to the New York Times. Some 71 percent of Oxy students receive some form of financial aid; 20 percent are Pell Grant recipients; and 19 percent are the first in their family to attend college

Title: Manager, Facilities Purchasing

Department: Facilities Management

Duration: Indefinite

Employment Status: Full Time (40 hours/week)

Job Summary

Reporting to the Assistant Director, the Facilities Purchasing Manager is responsible for procuring all supplies, materials, tools and rental items for Facilities Management, ensuring best possible prices and timely delivery. Provides technical guidance to the Facilities Management Department procurement function, while assisting other departments in procurement purchasing. Manages, directs and controls the Facilities Management inventory control system, central shipping and receiving. Upon receipt of stock items, the Manager enters data into computerized maintenance management system (CMMS). Manages order point in keeping inventory at par levels and maintains inventory minimum and maximum levels and reorder points. Manage order point in keeping inventory at par levels. May assist with event set ups. Supervises Storeroom supervisor.

Job Duties

• 65% - Performs, in a cost-effective manner, purchasing for all Facilities materials, supplies and tools. Initiates purchase orders thru Computer System for all materials, stock or non-stock. Purchases annually stock and non-stock supplies and materials which is more than $850,000 annually. Supervises Storeroom supervision, and staff as necessary. Conducts annual performance appraisals and ensures regulatory compliance of Storeroom personnel. - (Essential)
• 20% - Enters data into CMMS Inventory Module. Enters Oxy stock number, amount issued, employee identification number and work order number on IDC. Reviews transactions for accuracy, errors and significant trends, recommend solutions to problems; runs issue reports and order point list for new order quantity. Processing is daily and timely to aid invoice processing. Responsible for maintaining the Parts Master that it is up to date and accurate. New stock items are set up in Parts Master before purchasing. Conducts and is responsible for the annual inventory reconciliation required by college auditors. Reconciliation of our inventory use vs College general ledger with our charge back system. - (Essential)
• 15% - Run daily reports to sufficiently maintain sufficient levels of stockroom inventory. Assures that all parts are marked clearly and in their right location as stated in computer. Organizes stockroom physical inventory of 7,000 individual items. Check variances between on-hand versus actual quantities. Final report given to Business Office for College audit. - (Essential)

Minimum Qualifications

• Bachelor’s degree in business management, business administration, supply chain and operations management, finance, or combination of education and experience equivalency.
• Five years of progressively responsible experience in a purchasing, procurement, or inventory control function.
• Demonstrated experience as a Buyer.
• Demonstrated experience using computerized inventory systems.
• Demonstrated knowledge and skills in procurement, purchasing and managing inventory control systems. Basic knowledge of accounting and budgeting. Demonstrated ability to manage warehouse and storekeeping functions. Ability to analyze, synthesize and organize data, and present findings in a comprehensible manner for different audiences. Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities.
• Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy.
• Strong commitment to a quality work product.
• Demonstrated ability to effectively communicate verbally, in writing and electronically.
• Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
• Demonstrated commitment to justice, equity, inclusion & diversity.
• Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.
• Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.
• Ability to self-motivate and work independently.
• Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups.
• Knowledge of contemporary leadership and management methods to ensure employee success and achievement, and demonstration of related and applicable skills as evidenced by the ability to effectively direct, assess and evaluate performance of direct reports.
• Ability to effectively design, define, describe and document job functions, responsibilities, tasks, and required qualifications associated with supervised positions, and the demonstrated skills in assessing candidates’ experience, knowledge, skills and abilities when hiring for vacant positions, ensuring the best choice of candidate.
• Ability to provide employee development, training and opportunities for direct reports to demonstrate performance achievement and success; recognizing performance of both above standards and needs improvement and respond accordingly.
• Skilled at communicating feedback verbally, in writing and electronically; and documenting performance via introductory and annual performance appraisals.
• Skilled in developing and determining corrective employment/performance/behavioral strategies, as needed.
• Demonstrated ability to design and execute performance improvement plans, conducting disciplinary action and/or determining the appropriateness of employment continuation.

Preferred Qualifications

• Bachelor’s degree in purchasing, business administration or other fields related to position responsibilities.
• Two years of supervisory experience.
• Warehouse and forklift experience.
• Within six months of hire, must receive certification/license to operate forklift.
• Experience working in higher education environment.

EXPECTED HIRING RANGE: $68,640/yr-$74,000/yr

If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth. We also offer a generous compensation and benefits package.

Advertised: 21 Dec 2024 Pacific Standard Time
Applications close: