Position Number: |
109750 |
Position Title (Classification Title): |
Director 109750 |
Working Title: |
Director of Procurement |
Job Summary: |
Under the direction of the Vice President for Finance & Administration, the Director of Procurement & Contracts serves as the Chief Procurement Officer (CPO) and contracting officer for the university. This role oversees the university's procurement functions, working independently to develop solutions. Responsibilities include supervising staff, managing all purchasing, bidding, and contract negotiations, while ensuring compliance with university policies and external regulations. The Director supports departments by ensuring timely purchasing and delivery, managing major contract bids, exploring new sourcing opportunities, and overseeing supplier diversity initiatives.
The Director handles vendor relations, strategic purchasing programs, and supervises the implementation of supplier diversity initiatives. This role requires judgment, initiative, and discretion in handling confidential matters, as well as regular interaction with senior university officials. The position also demands knowledge of integrated ERP systems like Banner, purchasing, accounting practices, contract management principles, and Florida state regulatory codes. The Director manages the PCard program, ensuring compliance, maintaining databases, and conducting audits to investigate misuse.
With a strong background in strategic procurement, the Director leads daily operations, analyzes supply chain vulnerabilities, and seeks opportunities for sustainability. Proficiency in digital procurement platforms is essential to enhance workflow and sourcing strategies. Additionally, the Director oversees complex contracting activities, coordinates teams, develops operational improvements, and contributes to the department's annual budget and strategic planning. |
Department |
Procurement and Contracts |
FLSA: |
Exempt |
Minimum Qualifications: |
Masters degree in an appropriate area of specialization and six years of appropriate experience; or a bachelors degree in an appropriate area of specialization and eight years of appropriate experience. |
Position Qualifications: |
Strong working knowledge of the applicable local, state, and federal regulations related to Procurement. Knowledge of enterprise financial management software application (Banner) and eProcurement software. Experience in a procurement department with progressive advancement within the profession. Experience in the administration of contracts, insurance as well as knowledge of generally accepted business and industry practices. Current certification from an organization such as the National Association of State Procurement Officials (NASPO), National Association of Educational Procurement (NAEP), the Institute for Public Procurement (NIGP), or a similar organization. Proficient with computer applications and programs such as Microsoft Office suite (Word, PowerPoint, Excel, Visio) Google Workspace (Gmail, Google Meet, Calendar, Drive, Docs, Sheets, Slides, Forms, and Sites) PDF software, virtual meeting software, eSignature software, and higher. Ability to collect, analyze and interpret financial data, and prepare financial reports, statements, and projections. Responsible for the overall Procurement Card (PCard program function). Ability to work successfully as both a member of a team and independently with minimal supervision. |
Preferred Qualifications |
Master's degree with major course work in business or public administration or related field and four years’ experience in procurement or contracts position in a governmental setting, two years at supervisory level. Current certification from an organization such as the National Association of State Procurement Officials (NASPO), National Association of Educational Procurement (NAEP), the Institute for Public Procurement (NIGP), or a similar organization. The following certifications are highly valued: • Certified Public Purchase Buyer (CPPB) • Certified Public Manager (CPM) • Certified Public Procurement Officer (CPPO) |
Essential Functions / Job Duties: |
- 40% - Provides daily management and supervision of all procurement operations vendor On-Line Maintenance Program, and Banner support. Ensures appropriate and consistent interpretation of and compliance with State procurement laws, regulations, policies, and procedures. Oversees the campus-wide Procurement Card (PCard) program. Issues and maintains PCard guidelines, policies, and procedures. Maintains the cardholder database, securing card account numbers. Perform random audits of departments regarding PCard activities. Investigates waste, fraud, abuse, and theft of cards to a completely satisfactory resolution, informing the department and Internal Auditing & Management Consulting. Ensures all required goods, services, and equipment required by departments are obtained in the most cost-effective and timely manner. Interviews and negotiates with vendors and other representatives regarding prices, trade discounts, and deliverables. Incorporates digital procurement platforms to enhance workflow, agility, and strategic sourcing. Manages year-end processes and procedures to ensure procurement-relevant documents are closed and postings finalized at the appropriate time. Reviews purchase requisitions and authorizes procurement contracts, purchase orders, and other procurement-related documents. Oversees Supplier/Vendor diversity programming, including the organization of MWBE activities as well as data accumulation required to be reported to the state. Analyze supply chain vulnerabilities (financial, fulfillment, reputational, and environmental) and identify opportunities for resilience and sustainability. Ensures fair and reasonable pricing in contracts and procurement. Responsible for source selection and fair and equitable treatment of suppliers and potential suppliers. In addition to identifying customer needs, anticipates pitfalls and omissions and recommends appropriate changes that the customer may not foresee. Problem-solve payment processing issues by working with Research Engagement and Administration department on post-award activities, principal investigators, and vendors as necessary. Oversees the contracts workflow/JIRA system. Supports the Vice President for Finance & Administration Chief Financial Officer in accomplishing goals and special projects. Delegated signature authority for purchase orders unlimited, $499,999 for contracts. Serve as the liaison between public and private industry. Analyzes a wide range of complex customer requirements and develops action plans. Independent decision-making. Develops and implements policies and procedures. Drafts and proposes University Procurement regulations as needed. Interprets and communicates for understanding the accurate application of Florida Statutes, Board of Education, Board of Governors, Board of Trustees, and University regulations to staff and the University community. - (Essential)
- 30% - Oversees the University’s competitive solicitation processes (RFPs, RFIs, RFQs, ITNs, and ITBs) and contract review. Responsible for major contracting activities including development of complex solicitations and contract negotiations. Coordinate with UWF General Counsel for agreements/contracts involving non-standard terms and conditions, and other professionals as needed. Oversee maintenance of searchable records of all contracts, agreements, statements of work, modifications, and other related documents. Oversee risk management regarding financial and contractual needs. Review compliance with federal (Uniform Guidance), state, and university policies and procedures in the execution of contracts and agreements. Develops and implements processes and procedures needed to efficiently and effectively perform solicitation and contracting activities of the University in compliance with all regulatory requirements. Oversees the complete formal solicitation process from the determination of the appropriate solicitation method through evaluation, cost analysis, contract negotiation, and award for all major contractual services including professional consultants and major construction projects. Monitors all contracting activities of staff members to ensure the applicable competitive and regulatory requirements are met. Works closely with General Counsel to ensure all contractual documents meet legal requirements and minimize risk to the University. - (Essential)
- 15% - Evaluates skill levels and needs of staff and establish training schedules to address those needs. Provides guidance, direction, and staff training and encourages participation in opportunities for professional development and growth. Serves on university, system-wide, and state committees. Situational Leader acting with purpose and respect bringing people together as a focused team. Team player utilizing group dynamics, leading change, and brainstorming. Interfaces with auditors, exercises costing and accounting skills. Coordinates workshops and presentations. Develops smooth-running, cost-effective operations and initiates process reviews reducing costs and improving customer service. Participate in the development of the departmental strategic plan and annual budget. - (Essential)
- 10% - Serve as the primary resource for faculty, staff, and external organizations regarding business agreement/contract policies and procedures. Problem-solve payment processing issues by working with Research Engagement and Administration department on post-award activities, principal investigators, and vendors as necessary. Oversees development and implementation of new and/or revised procedures, and participates in strategic activities related to procurement processes, to improve overall proficiency and benefit the university, and identify issues that require immediate addressing to avert potential problematic situations. The Director is the senior leader responsible for strategic planning of the Procurement and Contracts department. Responds to audit comments with recommended changes and ensure implementation of those changes. Works with internal and external auditors to address concerns, prepare responses, resolve issues, and correct internal procedures as needed. Serves as institutional representative to statewide SUS procurement group (ICOP), keeps VP informed of procurement issues and opportunities, stays abreast of trends and best practices in procurement, and advises the Vice President on future needs of the Procurement and Contracts unit department. - (Essential)
- 5% - Represents the Procurement Department in vendor disputes and protest hearings. Responsible for introducing and implementing technology into departmental processes to enhance Essential efficiencies and customer service. - (Essential)
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Physical Demands: |
- Physical Requirements: No unusual physical requirement. Requires no heavy lifting and nearly all work is performed in a comfortable indoor facility.
- Impact of Deadlines: Externally imposed deadlines set or revised on short notice. Frequent shifts in priority. Numerous interruptions requiring immediate attention. Unusual pressure on a daily basis due to accountability for success of major projects.
- Standing: Daily
- Walking: Daily
- Sitting: Daily
- Reaching with hands and arms: Daily
- Climbing or balancing: Occasionally
- Stooping: Occasionally
- Use of hands to handle objects: Daily
- Lifting up to 10lbs: Daily
- Lifting up to 25lbs: Occasionally
- Lifting over 25lbs: Never
- Talking as express or exchange of ideas verbally: Daily
- Hearing as perceive sound by ear: Daily
- Vision as distinguish colors & depth: Daily
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Special Requirements or Considerations of the Job: |
This position requires a criminal background screen.
This position is eligible for veteran's preference.
This position requires a valid driver's license.
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Number of Vacancies |
1 |
Work Hours |
8:00 - 5:00 |
Contract Period |
N/A |
FTE |
1.0 |
Salary Range |
$90,000-$115,000 |
Pay Basis |
Annually |
Closing Date: |
11/8/2024 |
Special Instructions to Applicants: |
Candidates must apply online through the University of West Florida website: https://careers.uwf.edu. Applicants are required to attach a resume, cover letter and contact information for three references. References will be contacted upon submission of this application. An opportunity to upload these documents will be provided during the application process. For assistance, please contact Human Resources at 850-474-2694 or email jobs@uwf.edu. |