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University Procurement Director
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Position Number: 5090252
Location: Santa Clara, CA
Position Type: Business and Financial Management

University Procurement Director

Position Title:
University Procurement Director

Position Type:
Regular

Hiring Range:

$142,600 - 171,100annually; commensurate with experience

Pay Frequency:
AnnualA.POSITION PURPOSE

Reporting to the Associate Vice President for Finance, you will be responsible for providing leadership and strategic guidance across the University to ensure the strategic sourcing for high-quality and cost-efficient products and services, while managing staff, maintaining positive internal and external business relations, negotiating contracts and contributing to our sustainability and diversity goals related to procurement practices, all in compliance with University policies and procedures as well as all applicable Federal and State rules and regulations

B.ESSENTIAL DUTIES AND RESPONSIBILITIES

Strategic Sourcing, Sustainability and Vendor Diversity

Ensure that all procurement activities incorporate principles of strategic sourcing including appropriate consolidating of supply base, standardization on core items, and substituting use of less expensive products or services that fulfill functional requirements.
Identify strategic sourcing opportunities and implement initiatives or projects to support the University's strategic plan and priorities.
Establish cost optimization, performance indicators and report on progress regularly, to promote procurement practices.
Prioritize and collaborate with the University's Center for Sustainability to incorporate sustainability initiatives in procurement practices. Serve as a strategic partner in developing a more sustainable SCU.
Implement a Vendor Diversity Program aiming to help break down barriers to market access for small and diverse enterprises and unlock commercial opportunities with SCU.
Continually analyze products and services offered by existing and prospective suppliers. Counsel suppliers as needed regarding the University's procurement policies and procedures, supplier performance requirements and product performance expectations.
Influence and assist customers in selecting the most appropriate supplier to meet their long-term strategic needs. Ensure selection is fair and legally defensible.
Monitor supplier and product performance to ensure they continually meet the highest standards.
Negotiate with suppliers as needed to meet objectives.

Procurement Leadership

Leads, develops, communicates and manages the execution of sourcing and procurement strategies to support the University's strategic plan and priorities.
Translates strategic and tactical business plans into procurement operational plans.
Maintains open lines of communications among constituents, solicits feedback and facilitates change in areas identified as requiring improvement.
Establish strategic partnerships with the university leaders across organizations, schools, and departments by understanding their purpose and objectives.
Work with Vice Presidents, Provost, Deans, Directors, Department Heads, and other campus constituents to ensure that material, service, and contractual requirements are met in a timely manner. This may include planning sessions designed to educate about procurement processes, and lead times related to acquisition of goods or services, in order to ensure needs are met in a timely, satisfactory and cost-effective manner.
Work directly with faculty and staff to assist with complex or non-routine purchases as necessary.
Deliver responsive customer service and tools necessary to meet the procurement needs of the campus.
Serve as the primary resource for customers, suppliers and staff as necessary to interpret procurement policies and procedures, assessing client needs.
Promote and maintain the good name of the University while conducting business in an ethical and professional manner to ensure avoidance of all actual and potential conflicts of interest.

Management and Administration of University Procurement

Develop strategic plans, goals and objectives for the Procurement department.
Establish and implement internal Procurement department policies, goals, objectives, and procedures.
Manage the daily operations of the procurement function to ensure that the material and service requirements of the University are met in a timely, efficient, effective and ethical manner.
Plan for the future operations of the department with emphasis on efficiency and effectiveness in meeting the needs of both internal and external customers, statutory and regulatory compliance, and compliance with requirements as set forth by various granting agencies.
Foster a workplace environment that builds trust, encourages respect, motivates, inspires, and engages staff and coworkers to perform excellent work.
Employ data and metrics to manage the effectiveness and efficiency of procurement and contract operations.
Prepare, administer and manage departmental budget on an annual basis. Analyze and identify future budgetary requirements needed to achieve department goals while ensuring value of services exceeds costs of operation.
Responsibility for all personnel decisions including hiring, developing, retaining and, if necessary terminating procurement staff, assigning workloads to ensure expedient provision of services.
Maintain a high level of knowledge relating to current technology, supplier competence and competitive marketing conditions as they relate to requirements of the University.
Oversee the University's procurement card program ensuring alignment with industry best practices and proper authorization, limits and spending controls.
Prepare and manage coordination/production of all reports and presentations as required.
Perform other duties as required.

4.Contract Management

Oversee solicitation development and processing, contract negotiations, problem resolution and research associated with contracts or other purchases
Monitor campus purchasing activities for compliance with University policies and supplier contracts; direct investigation of apparent non-compliant purchases and develop intervention processes to correct any non-compliant purchases.
Minimize inventory carrying costs through effective supplier contracting that includes "as needed" delivery of purchased materials directly to the client/user.
Ensure the prompt and effective delivery of essential goods and services to the University's academic and administrative departments.
Promote the development and use of contractual standards to ensure conformance with contract law, and for ready reference and use by client/users.
Review and recommend approval or disapproval of University contracts in terms of contract terminology, supplier accountability, and obligation of University resources, for those contracts negotiated through Procurement.

5.University Polices, Laws and Regulations

Provide oversight of all purchases in compliance with University policies and procedures as well as all applicable Federal and State rules and regulations.
Evaluate, make recommendations, and develop University-wide procurement policies and procedures for the implementation of standards that represent best sourcing methods.
Analyze applicable laws, rules, and policies, and use good independent judgment to determine whether University expenditures, activities and processes comply.
Make recommendations with regard to any impacts of new, proposed and existing legislation and/or university policy.
Provide procurement-related policy, procedural, or regulation information and training to the campus constituents to facilitate their efforts in a compliant manner.
Ensure supplier agreement with University standard terms and conditions in coordination with the General Counsel's Office.
Maintain current knowledge of advanced procurement methods and techniques, the Uniform Commercial Code, and applicable laws rules and regulations as to be able to recommend revisions to existing practices maximizing efficiency, effectiveness, customer satisfaction and statutory compliance.

6.Systems Management, Design and Training

In coordination with IT, Accounting, Legal and other key stakeholders, assess information and processing systems for effectiveness, ease of use and reporting/analysis capabilities; promote the expanded use of central information systems.
Recommend system modifications and replacements to promote efficiencies.
Coordinate system feature adoption
Monitor industry best practices and standards for information systems, relay findings to IT and senior leadership.
Oversee training and instruction to the University community to provide direction as it relates to procurement policies and procedures, e.g. procurement options, best methods, bidding requirements, ethical requirements, appropriate product/service/supplier evaluation, lease vs. buy decisions, contract administration and problem resolution.

C. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment and to promote and contribute to an inclusive and respectful workplace.

1.Knowledge

High Proficiency in large ERP system use and implementation and testing
High-level proficiency in Microsoft Word, Excel, online systems required
Proven RFP experience required including demonstrated expertise in independently drafting and analyzing RFPs, PFQs, PRIs, contracts, business documents and/or other agreements while assuring compliance with applicable laws, guidelines and prime contract terms.

2.Skills

Excellent analytic skills; ability to evaluate options and make decisions independently.
Superb oral and written communication skills.
Excellent negotiation skills.
Ability to work collaboratively with internal and external constituents at all levels.
Ability to set clear goals and communicate them in a highly effective manner.
Excellent interpersonal skills with an emphasis on exceptional customer service.
Ability to work with all levels in a fast-paced environment.
Ability to multitask on a daily basis and manage numerous requests.
Ability to work well independently.
Excellent time management and planning skills required to coordinate and prioritize multiple projects simultaneously while adapting to changes in business requirements.

3.Abilities

Proven problem-solving skills, including the ability to identify a problem, develop a solution, and implement that solution in cooperation with others or independently.
Ability to work on multiple projects simultaneously, set priorities, and meet deadlines as required / organized.
Strong customer service focus with the ability to listen to and understand the needs of system users.
Possess a high degree of initiative, attention to detail and follow through, as well as ability to adjust to changing requirements and priorities.
Commitment to understand and willingness to support Santa Clara University's distinctive Jesuit educational vision and institutional values of competence, conscience and compassion in pursuit of its mission and goals.

4.Education

Bachelor's degree in business, finance or related field from an accredited college or university. Professional designation (e.g. CPA) and/or MBA or equivalent combination of education and experience required.

5.Years of Experience

More than 15 years of relevant experience and at least of ten years of management experience in a procurement environment.
Experience in higher education a plus.

F. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, vendors or suppliers.

G. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

Typical office environment.
Mostly indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions.

COVID-19 Statement

The health and safety of the university community is a top priority. All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption. Please visit our COVID-19 webpage for additional information.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/, (408) 554-4109, oae@scu.edu. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.

To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/University-Procurememt-Director_R4255