Procurement Manager

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu .

Controller's Office Job Description

Job Summary

As a member of the procurement and controller’s office team, supports the community in all aspects of the purchasing process. This includes advising internal and external stakeholders in procurement policy and process. Create, issue and communicate purchase orders and change orders to internal and external stakeholders. Manages vendor relations, supports competitive bidding processes, and mitigates risk enforcing purchase order and insurance certificate requirements. Facilitate the contracting functions of the College. Assist in the preparation of the quarterly and management reports, annual audits, and required filings. Participate in continual process change and improvement. The Procurement Manager supervises the College’s purchase card program and supports the Director in managing the College’s auxiliary services. Supports other initiatives of the controller’s office as appropriate

Take appropriate actions to support a diverse workforce and participates in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Procurement & Contract Administration (70%)

Manage and facilitate procurement and contracting functions of the College. Support the community in all aspects of purchasing. Partner with the other departments (Facilities, Science Center, etc.) in procurement processes for large purchases. Facilitate, support, and lead Request for Proposal (RFP) processes as appropriate. Facilitate the completion of requisitions and purchase orders from vendor selection through coding and approval. Ensure that bidding policies have been followed or that an appropriate sole source justification completed. Evaluate appropriate accounting for prepaid contracts and license agreements.

Create, maintain and communicate contractor and consulting agreements on behalf of the college to internal and external stakeholders. Support new vendor orientation and enforcement of campus policy. Ensure that vendors have appropriate approval to complete work on campus, including active certificates of insurance. Facilitate the collection and tracking of information to support strategic initiatives of the College, such as diversity, equity and inclusion.

Partner with Finance, IT, implementation consultants and others to optimize procurement processes in Workday. This includes supplier punch-out management and procurement catalogs where appropriate., Support campus users in their use. Answer questions, troubleshoot issues, design and lead trainings as required.

Maintain physical and electronic procurement files consistent with the College’s record retention policy, including administration of the contract management system. Complete and maintain tax exemption documents and credit applications for vendors. Update and maintain process documents as necessary.

Participate in procurement groups and consortiums. Attend meetings and trainings as appropriate.

Procurement Card Program Administration (10%)

Administer the College procurement card program and Workday expense reporting system. Process procurement card applications, issue cards, administer procurement card limits, exclusions, authorizations, and audit activity. Assist card holders in their responses to fraud inquiries. Remind cardholders of deadlines and managers of pending approvals. Lead Workday trainings in the creation, completion, and approval of expense reports. Participate in the continued improvement of procurement policy and Workday configurations to optimize the user experience and mitigate risk. Evaluate and test Workday product enhancements and lead adoption. Evaluate fee structures and optimize procurement card rebates annually. Prepare reports to evaluate and analyze spend for diversity, equity and inclusion initiative and potential savings.

Other Functions

Other (20%)

Support the Director in management of auxiliary services. Participate in strategic initiatives and special projects of the controller's office team. Conduct trainings around punch-outs, expenses and invoicing processes. Manage monthly billing and assist in the support of the College's MFD & copier fleet. Other duties as assigned.

All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)



Associates’ degree and three years of relevant experience or an equivalent combination of education and/or experience.

Experience working with individuals from diverse backgrounds.

Preferred Qualifications

Bachelor's or advanced degree and/or professional certification. Workday experience including punch-out and catalog management. Prior procurement card administrative experience and contract administration.

Skills

Excellent written and oral communication skills. Demonstrated customer service experience in supporting users with procurement processes and systems. Good judgment, discretion and ability to maintain confidentiality; ability to interact with diverse constituencies; deadline and detail oriented. Analytical approach to complicated reconciliation and data problems. Advanced MS Excel skill and proficiency with MS and Google suites and complex cloud-based systems. Familiarity with database queries and reports. Competent project management skills, ability to organize and prioritize work, take initiative, resolve problems, and manage multiple tasks simultaneously. Ability to work independently and part of a team.

Additional Information

For the care and safety of our community, Smith College requires that all employees be vaccinated as a condition of employment and as such, the incumbent will be required to be immunized against COVID-19 on or before their first day of employment. Proof of vaccination status will be required. Individuals may seek medical or religious exemption with HR, but must do so prior to their arrival.

Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . Be sure you have provided all attachments before submitting your application. You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin

January 31, 2022

Compensation Grade:

Grade J

Position Type:

Regular

About Smith College

Located in Northampton, MA, Smith College is one of the largest women’s colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu .

Diversity and a culture of inclusion among students, staff, faculty, and administration are crucial to the mission and values of Smith College. We are an Affirmative Action/Equal Opportunity employer and do not discriminate on the basis of race, gender, age, color, religions, national origin, disability, sexual orientation, gender identity and expression or veteran status in the recruitment and employment of faculty and staff, and the operation of any of its programs and activities, as specified by all applicable laws and regulations. Women, minorities, veterans and individuals with disabilities are encouraged to apply.