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California State University, San Bernardino

Buyer (Buyer III), Procurement & Contracts
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Position Number: 5119776
Location: San Bernardino, CA
Position Type: Business and Financial Management

Buyer (Buyer III), Procurement & Contracts
California State University, San Bernardino

Job No: 537423
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled) Job Summary:

This is the advanced level position in the series which typically works with a high degree of independence and has responsibility for preparing highly complex, customized contracts and/or coordination of a specific purchasing function, including independent problem solving, for major purchasing functions campus wide. The Buyer will prepare the entire contract lifecycle, including redlining, reviewing, negotiating, and executing contracts with vendors, partners, and other stakeholders. Ensure that all contracts comply with relevant laws, regulations, and University policies and procurement regulations. Conduct thorough risk assessments for proposed contracts, identifying potential legal, financial, and operational risks, and providing recommendations for risk mitigation strategies. Negotiate favorable terms and conditions in contracts, while protecting the interests of the University. Process purchase and contract requests, developing, coordinating, and/or preparing purchase orders, contracts, bids, and other procurement-related documents for the campus.

Responsibilities include, but are not limited to:

This position will administer the entire contract lifecycle, including redlining, reviewing, negotiating, and executing contracts with vendors, partners, and other stakeholders.
Ensures that all contracts comply with relevant laws, regulations, and University policies and procurement regulations.
Conducts thorough risk assessments for proposed contracts, identifying potential legal, financial, and operational risks, and providing recommendations for risk mitigation strategies.
Collaborates with internal stakeholders and external parties to negotiate favorable terms and conditions in contracts, while protecting the interests of the University.
This position will also handle contract tracking and reporting. Maintains accurate records of all contracts, track key milestones and obligations, and generate reports to monitor contract performance and compliance.
Establishes and maintains positive relationships with vendors and service providers, ensuring that contracts are effectively coordinated throughout their duration.
Assists in the development and implementation of contract management policies, procedures, and best practices to enhance efficiency and compliance.
Provide guidance to campus staff members involved in the contract management process, ensuring that they understand their roles and responsibilities.
The primary responsibility will be moderately to highly complex contracting (contractual agreements, Memorandums of Understanding (MOU's), Learning Site Agreements (LSA's) etc.).
This position will also be responsible for customizing contract documents, assembling bid documents, and ensuring that these activities are accomplished in compliance with federal and state laws, the Trustee's and University policies and procedures. Serves as subject matter experts for compliance and contracting laws and knowledgeable on industry best practices.
- Customize and coordinate small to large complex projects and professional service contracting activities for the university, including both pre-award and post award contract administration activities. Includes determination of appropriate contracting type, specification and solicitation review, execution of the procurement process, development of the final contract, administration of the contract, execution of the final Office of General Council (OGC) approved contract and in accordance with applicable state laws, Trustees', and University Policies.
- Provides contract document management and change management, including but not limited to:
Supports development of university standards, policies, and procedures relative to university purchases and professional services.
Represents Contracts and Purchasing in inter-departmental teams formed to develop standards, policies, and procedures.
- Provides support and guidance in all functional areas of contract administration for the University. Advises directors, managers, and staff of any concerns related to procurement and administration activities.
- Prepares and posts advertising, using approved platforms, for all Bid Solicitations.
- Liaise with the Office of Risk Management and University General Counsel, as needed, to finalize favorable contracting terms.
- Maintain physical and electronic contract files and records for retrieval, audit and internal control purposes in accordance to the university retention policy.
- General administration responsibilities may include but are limited to prioritizing requests and communication of status. Tracking documents, analysis of financial data, interpreting and applying applicable rules and policies, understanding, and making decisions related to term and conditions.
The Buyer Ill position also supports the campus by procuring commodities and services required for campus operations through the development and use of contracts, agreements and purchase orders, ranging from little or no modification to unique, scarce or custom items/services.
The position is responsible for the advanced-level procurement duties aimed at acquiring goods and services necessary for the university's operations.
Procurement Planning: Assist in development of the procurement strategies and plans to meet the university's needs efficiently and cost-effectively.
Sourcing: Identify potential suppliers, solicit bids or proposals, and evaluate supplier capabilities and offerings.
Contract Coordination: Negotiate and draft contracts, agreements, and purchase orders with suppliers, ensuring compliance with university policies and applicable laws.
Supplier Relationships: Maintain relationships with suppliers, monitor supplier performance, and address any issues or concerns that arise.
Market Research: Stay informed about market trends, pricing, and innovations in relevant industries to inform procurement decisions.
Risk Management: Identify and mitigate risks associated with procurement activities, such as supply chain disruptions or compliance issues.
Compliance: Ensure compliance with university policies, state and federal regulations, and other relevant requirements throughout the procurement process.
Collaboration: Collaborate with internal stakeholders, such as departments and budget managers, to understand their needs and provide procurement support and guidance.
Data Analysis: Analyze procurement data and metrics to identify opportunities for process improvement, cost savings, and efficiency gains.
Provide support to university staff on procurement policies, procedures, and systems.
Research procurement and contracting methodologies and recommends beneficial best practices changes and/or implementations for policy and procedures as needed for continuous improvement.
Prepares and reviews documents for public reporting requirements. Stays abreast of state laws, CSU policies, campus policies, procedures, and performance standards including but not limited to ICSUAM 5000 Contracts and Procurement and other related topics as needed in contract administration.
Maintains positive and collaborative working relations with other state agencies, the Chancellor's Office, other CSU campuses, and campus customer departments.
Other classification related duties and projects as assigned.

Minimum Qualifications: Required Education and Experience

Equivalent to a bachelor's degree in purchasing, accounting, marketing, business administration, or other related field.
- Additional experience which has demonstrated that the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
Three years of increasingly responsible purchasing experience of which two years must have involved major aspects of the purchasing function, i.e., high-technology and building and construction, utilizing competitive bidding or contract development, which includes the ability to write specifications and justifications to support contracts as required.

Required Qualifications

Thorough knowledge of the principles, practices, and procedures of purchasing, including administration of contracts and service agreements; thorough knowledge of basic accounting principles as related to purchasing and contracts; comprehensive knowledge of formal competitive bid administration; thorough knowledge of California State Statutes and Codes applicable to campus procurement as demonstrated by: Ability to use a computer.
Ability to: administer all aspects of bid procedures according to laws and codes; monitor contracts and service agreements; develop, interpret, and apply highly technical and varied material and equipment specifications requiring such activities as integration of performance schedules, learn and apply computer technology to the total purchasing process.
Ability to: lead or review the work of others; act promptly to resolve actual or potential problems when required; develop long-range plans, including recommendations for policies and procedures affected by the plans; establish and maintain cooperative working relationships with vendors and with faculty, students, administrators, and members of the general public; read and write clearly in English.
Working knowledge of functions such as receiving and property accounting as they relate to the purchasing process.

Preferred Qualifications

Bachelor's degree in Business Administration, Legal Studies, or a related field.
4 years of experience in a role supporting contract management, project management, contract compliance or a closely related activity.
Certification in contract management (e.g., Certified Commercial Contracts Manager, Certified Federal Contracts Manager).
Procurement Certification such as CPP, CPPO, etc.
The ability to effectively communicate complex legal concepts to non-legal stakeholders.
Proficiency in contract management software, such as Contract Safe, Coupa, Contract Works or similar software.
Some Knowledge with enterprise resource planning (ERP) systems, such as Peoplesoft or Oracle.
Preferred experience in Procurement in the academic, public sector or higher education.
Understanding of contract law, legal terminology, and compliance standards
Negotiation skills with the ability to diplomatically resolve conflicts and achieve mutually beneficial outcomes.
Attention to detail and organizational skills, with the ability to manage multiple projects simultaneously and meet tight deadlines.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) or similar.
Excellent written and verbal communication skills.
Strong analytical and problem-solving abilities, with a proactive approach to identifying and addressing potential issues.
Ability to work both independently and collaboratively in a fast-paced environment, demonstrating flexibility and adaptability.

Compensation and Benefits:

Anticipated Hiring Range: $5,000 - $5,400 per month

Classification Salary Range: $4,521 - $8,180 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:

Work status: Full-time/Non-Exempt/Probationary

Academic year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.

This position is a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Staff: The application deadline is: April 2, 2024.

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at benefits@csusb.edu.

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act

To view full description and to apply, visit: https://www.csusb.edu