1350 Director of Procurement Services

POSITION IDENTIFICATION

TITLE Director of Procurement Services

CLASSIFICATION NUMBER 1350

GRADE 47

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Chief Financial Officer

MAJOR ADMINISTRATOR President

GENERAL FUNCTION

The Director of Procurement Services is the University's agent for acquiring all materials, services, supplies, equipment, and real property and provides leadership and direction through management of a comprehensive and coordinated program of procurement, inventory, and materials control activities including purchasing, property control, surplus property, receiving, real estate appraisals, sales, and acquisitions, risk management and insurance, and contract administration. The Director is responsible for planning and directing the activities of the University's purchasing program to support University users and develops policies and procedures to establish and maintain legal compliance, financial accountability, physical control and effective resource utilization for assigned programs. The Director represents the University in negotiations or awarding contracts with authority to obligate physical and financial resources. The Director ensures a customer-centered approach is used to provide services.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor's degree is required.

Experience: At least five years of management experience is required in positions with responsibilities in procurement, supply services, or business. Specific experience in areas related to purchasing, contract services, accounting, budgeting, insurance and risk management, or property and equipment management is preferred. General experience using automated purchasing procedures is preferred.

Certification: Certified Purchasing Manager (CPM) or Certified Public Purchasing Officer (CPPO) is preferred.

Skills: Strong oral and written communication skills as well as excellent interpersonal skills are required. Supervisory and administrative skills are required. Computer literacy is required.

 ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Provides leadership and direction for the University regarding procurement/materials management by directing and managing a comprehensive and coordinated program of procurement, inventory, and materials control activities including purchasing, property control, surplus property, receiving, real estate appraisals, sales, and acquisitions, insurance and risk management, and contract administration.

2. Assures the prompt and effective delivery of essential goods and services to the University's administrative and academic departments by organizing the various units and sub-units of the department in a logical, non-duplicative, and effective manner to best meet work requirements, monitoring workloads throughout the department and prioritizing staffing needs accordingly, implementing appropriate departmental policies and procedures, establishing goals and objectives which best meet the support requirements of the University, and evaluating progress toward their achievement.

3. Ensures that purchasing activities are accomplished with a minimum time lag and in accordance with regulatory requirements by developing, implementing, and interpreting purchasing and materials control policies and procedures in accordance with University, Board of Governors, and/or state policies and procedures, determining the priority of work and timing of procurement transactions, reviewing requisitions as appropriate, consulting with University staff members about their needs and desired purchases and assisting in locating and identifying items and services being sought, and determining if commonly used commodities or groups of commodities are suitable for a University-wide contract and directing the awarding of University-wide contracts when appropriate.

4. Protects the interests of the University regarding procurements by serving as the University's official representative in discussions between vendors and University departments on purchasing issues, shipping, receiving, invoicing, and all other areas of responsibility, and by monitoring vendor activities for compliance with all contract terms and conditions.

5. Administers the University's Risk Management Program, ensuring that the appropriate levels and varieties of insurance coverage (e.g., property, liability, vehicle, theft) are effective, by determining the extent of coverage needed, recommending the levels of coverage, preparing purchase requisitions for approved insurance coverage, processing claims involving campus-wide insurance programs for liability or property, and obtaining unique and/or exceptional coverage for specialized needs of the University beyond the coverage provided by the state.

6. Directs real estate activities for the University by conducting and supervising all real estate acquisitions and sales including appraisals, negotiations, legal recording procedures, and related records management.

7. Ensures that vending operations meet the needs of the University community and are profitable by providing guidance regarding vending operations, establishing operational goals that assure profitability, directing exploration/experimentation with a variety of vending alternatives compatible with the University community's needs, and evaluating accomplishment of established goals and objectives.

8. Enhances the range and quality of procurement services to the University's departments, thus improving customer satisfaction, by coordinating and providing input regarding the design and/or selection of automation systems and being proactive in seeking the use of information technologies to automate and expedite the purchasing process and warehousing procedures.

9. Ensures fiscal responsibility and accountability through coordination and preparation of the annual departmental budget, authorizing the expenditure of funds, and exercising fiscal management for areas under direct supervision.

10. Provides effective office management for the Procurement ServicesUnit by maintaining a records management program in accordance with the State of Missouri records requirements, legal necessities, and standard business practices.

11. Promotes good customer service by maintaining an active dialogue with departments regarding purchasing policies and procedures, providing training to keep the departments current in all aspects of procurement operations, and soliciting feedback from customers regarding Procurement Services’ existing services.

12. Minimizes institutional liability by reviewing and recommending approval or disapproval of University contracts in terms of the adequacy of contract terminology and content and obligation of the physical resources of the University.

13. Develops a competent, productive, and effective departmental staff by recruiting and hiring qualified applicants, providing training and orientation on departmental policies and procedures, assigning work responsibilities and priorities, supervising (directly and through delegation) work activities, and evaluating the performances of professional, clerical, and support personnel.

14. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the Chief Financial Officer.

15. Contributes to the overall success of Financial Services by performing all other duties and responsibilities as assigned by the Chief Financial Officer.

SUPERVISION

The Director of Procurement Services is supervised by the Chief Financial Officer and supervises of professional and clerical employees in Procurement Services and Property Control.

OFFICE OF HUMAN RESOURCES REVISED MAY 2006 EXECUTIVE

 

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 5 - 3300 Points: Knowledge of the principles and methods of an administrative, managerial, or professional field such as accounting or auditing, financial management, information technology, business administration, human resources, engineering, law, social sciences, communications, education, or medicine. Knowledge permits employee to supervise projects and/or departments using standard methods to improve administrative and/or line operations. Knowledge also permits employee to plan steps and carry out multi-phase projects requiring problem definition and modified techniques, to coordinate work with others, and to modify methods and procedures to solve a wide variety of problems. Knowledge at this level requires a Bachelor's or Master's degree with substantial related work experience, including up to two years of administrative or supervisory experience. Alternatively, this level may require a professional or clinical degree beyond the Bachelor's degree with moderate related work experience; knowledge requirements include significant levels of related work experience.

Factor 2: Supervisory Responsibility

Level 5 - 730 Points: Supervision of (a) several work teams or work team leaders, (b) a rather large group of operative, administrative support, or paraprofessional employees, (c) a work group involving direction of skilled technical employees, (d) professionals in technical and skilled areas, and/or (e) subordinate supervisory personnel. The incumbent performs a full range of supervisory responsibilities including the authority to hire, train, transfer, promote, reward, or discipline others. Supervision will likely be general rather than close supervision of others. At this level, supervisory responsibilities consume significant amounts of work time and include substantial responsibility for work planning activities, staffing, and performance management as well as budgeting and planning functions.

Factor 3: Interactions with Others

Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.

Factor 4: Job Controls and Guidelines

Level 4 - 850 Points: The employee operates under administrative supervision and makes decisions based on broadly-stated University objectives and available resources. Administrative guidelines are expressed in terms of project or program outcomes and deadlines with few comprehensive guidelines. Decisions are based on inadequate guidelines that require considerable interpretation and force the employee to plan all phases of the assignment. Assignments may be unrelated in function and the work requires many different processes and methods and a great deal of analysis to identify the nature and extent of problems. The work may require the employee to develop new methods and to deal with many variables, including some that are unclear or conflicting. Characteristic jobs at this level may involve directing large and/or complex programs, projects, or departments in which the work cuts across functional lines or requires dealing with unprecedented issues.

Factor 5: Managerial Responsibility

Level 5 - 2350 Points: Work involves primary accountability for a larger department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University, influences internal or external operations, or impacts students, faculty, and/or staff. Work activities have a direct and significant impact on the department. Work activities also have a significant effect on the efficiency and reputation of the cost center and represent a relatively major function within the cost center. At this level would be jobs in which the incumbent may have responsibility for developing budgets, distributing budgeted funds, and exercising primary control over a moderately-sized budget.