Job Standard for Purchasing Operations, Senior Manager

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1. Click “View in Google Docs/Download” and download to Word.
2. The Job Overview, Level Scope, Minimum Qualifications and Essential Job Functions are specific to this job’s competencies and cannot be edited.
3. For the Job Posting you may;
   1. update/change the purpose to add in department specific information,
   2. add key responsibilities to the 35% of the time, specific to your department needs,
   3. add a preferred qualifications section
   4. post the position using the business title

The statements on this job standard are intended to describe the general nature of the role and level of work being performed. They are not intended to represent an exhaustive list of all responsibilities, duties and skills required of the employee.

Purchasing Operations, Senior Manager Overview

• Person Group: Professional
• Job Code: 70201
• Pay Grade: P11
• FLSA Status: Exempt
• Career Level: Senior Manager
• Family: Finance & Business Operations
• Function: Purchasing

Purpose

To be responsible for purchasing operations to include oversight of all procurement functions performed by the general buying team (professional and classified staff), ERP system procurement functionality, Diversity Business Program development, implementation and oversight of sponsored project purchases.

Level Scope

Spends the majority of time (50% or more) achieving organizational objectives through the coordinated achievements of subordinate staff. Manages experienced professionals who exercise latitude and independence in assignments. Establishes departmental goals and objectives, functions with autonomy. Manages the accountability and stewardship of human, financial, and often physical resources in compliance with departmental and campus wide goals and objectives. Ensures subordinate supervisors and professionals adhere to defined internal controls with a focus on policy and strategy implementation. Manages systems and procedures to protect departmental assets and requires practical knowledge in leading and managing the execution of processes, projects and tactics within one area. May report to a Chair, Unit Director, or equivalent administrative management.

Minimum Qualifications

Bachelor’s Degree or equivalent and 5 years experience including 1 year managerial experience.

Knowledge, Skills, and Abilities

• Advanced knowledge of purchasing best practices including competitive purchasing principles and practices, purchasing award methodology and legal requirements, life-cycle costing methods and value analysis
• Problem solving skills and excellent communication (written and verbal) skills
• Strong knowledge of university and state purchasing regulations
• Ability to develop web tools and keep abreast of current technologies.  Ability to use relevant computer software
• Critical thinking skills to proactively problem solve including anticipation of issues, determination of solution or resolution, and provide appropriate communication to impacted parties.
• Ability to maintain a professional attitude amidst difficult and stressful times and who demonstrates a sense of ethics while performing daily tasks.
• Ability to work well with small, minority & women-owned, veteran, and diverse businesses to provide visibility to opportunities for doing business with the University.
• Ability to plan and implement events
• Knowledge and experience managing staff and supervisory practices

Essential Functions

Key Responsibilities

60% of Time the Purchasing Operations, Senior Manager must:

• Develop and implement streamlined, standardized buying procedures
• Develop website resources to improve campus facing and vendor facing tools, guides, information, etc. regarding standard purchases, all solicitations, and sponsored project purchases requiring additional regulations
• Identify and promote opportunities for new technologies to be used in the department
• Lead/advocate for new technical functionality and revised purchasing business processes, as related to all purchasing operations.
• Develop tools for input from campus and vendors to facilitate improvement to communication with campus and vendors, available resources for campus and vendors and training to aid compliance.
• Stay current on all aspects of regulation and best practices related to university procurement and related subject matter, ensure staff are trained accordingly
• Recommend and implement modifications to programs, policies and procedures
• Oversee and direct surplus property declaration and sale processes
• Campus training on changes to process as well as ongoing compliance.  Act as lead for the interpretation and implementation of regulations and compliance for sponsored project purchases
• Partner with OSP/General Counsel to develop/improve/implement transactional processes and tools to achieve efficiency, ease of campus use and compliance with regulations
• Conduct business opportunity fairs, attend reverse vendor trade shows and provide information on how to do business with the University.  Provide educational workshops for businesses regarding doing business with the University

35% of Time the Purchasing Operations, Senior Manager

Determined by department needs

5% of Time the Purchasing Operations, Senior Manager

Perform other duties as assigned

Work Environment and Physical Demands

Some positions may involve frequent bending, moving, lifting, and carrying material weighing up to 50 pounds; some positions may involve moving, lifting, and carrying material weighing up to 70 pounds; standing up to eight hours each day; working in all weather conditions; exposure to high noise levels and require wearing hearing protection.

Travel Requirement

Not applicable for Purchasing Operations, Senior Manager

Career Path

Additional training/education or equivalent experience, as well as business need, are required for movement into higher level jobs.

Disclaimer

Incumbent must perform the essential duties and responsibilities with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work.  Final employment offers are  contingent upon a Final Candidate’s successful completion of a Background Verification, and a determination by the University that the information derived from the Background Verification does not disqualify the individual.  In addition, a Financial History Check and Motor Vehicle Record (MVR) Check may be required.