Associate Director of Procurement Operations

at  Virginia State University

Title: Associate Director of Procurement Operations
Employee Classification: Procurement Manager III
Hiring Range: $90,000 - $115,000
Agency: Virginia State University
Location: Virginia State University
Division: Vice President of Finance and Administration

JOB SUMMARY/BASIC FUNCTIONS

The Associated Director of Procurement Operations will serve under the leadership of the Executive Procurement Director. This position will lead the development and implementation of robust procurement initiatives, policies, enhanced tools, and IT processes improvement with overall measurable performance of the procurement services department. This role will have extensive knowledge of sourcing & contracts management and charge card & travel management. This position must oversee high-level complex solicitations in accordance with Virginia Public Procurement Act, and the Agency Procurement and Surplus Property Manual.
This position is responsible to provide leadership direction in the areas of sourcing of goods and services, as well as the procurement & strategic planning necessary for ongoing support of the University’s educational, research and Land-Grant mission. This will require collaborative efforts with University leadership or senior management to implement and/or enhance new innovative initiatives, forward thinking with minimum supervision.
Overall, the Associate Director of Procurement Operations is the high-level expert in shaping the organizations strategy, ensure proficiency in procurement technology, enforce compliance and regulations with procurement laws and ethical standards.

This position will:

• Develop and implement procurement strategies aligned with the University goals and objectives to include collaboration with senior management to ensure procurement initiatives support overall business strategy.
• Ensure sourcing and charge card compliance with state and federal laws.
• Conduct charge card and travel card audits to ensure end-users are remaining compliance with University and CAPP manuals regulations.
• Supplier Relationship Management (SRM) communication and engagement to increase value and promote SWAM and supplier diversity.
• Serve & Lead in the absence of the Executive Procurement Director with reviews purchase request transactions received (i.e., small purchases, sole source justifications, Memorandum of Agreements, no cost agreements, competitive sealed bidding and competitive negotiation) to verify accuracy of description and coding, adequate supporting documentation, vendors are self-registered, and use of mandatory sources, mandatory as well as optional use state contracts, and review, approves or denies within reasonable time frames.
• Determines method of procurement and ensures eVA advanced sources tools (i.e., Quick Quote, VBO Buyer, and Sourcing & Contracting) are used for all solicitations over small purchase dollar threshold requiring competition.
• Ensure Manager of Procurement Services & Strategic hold monthly and annual training and technical assistance in the use of the state’s e—procurement system (eVA) as necessary. Also, proactively consult with customers on an as needed basis;
• Participates in the development of all of formal and informal solicitations (Invitation for Bids and Requests for Proposals (sealed and unsealed);
• Participates, as necessary, in drafting and/or review of proposal evaluation committee instructions and meetings to provide guidance to committee members;
• Publicly post all solicitations, solicitation addendums, and award as required by Code of Virginia, §2.2-1110, 2.2-4301 and 2.2-4303;
• Holds public opening for competitive sealed bids, evaluates and recommends award as stated in solicitation;
• Participates in reviewing bids/proposals to determine completeness and determine points to award for non-subjective criteria (i.e., price, agreement to terms and conditions and small business subcontracting participation);
• Manage and lead procurement team and provide guidance, coaching and mentorship to enhance team performance.
• Develop with the Executive Procurement Director the contingency plan for emergency situations.
• Serves as the lead person for Banner and eVA interfacing technology issues.
• Manage, navigate and update Procurement Services SharePoint and web content for University and public.
• Evaluate, implement, and optimize procurement technology tools/system, such as e-procurement platforms, spend analysis to streamline processes and enhance data-driven decision making.
• Implement and manage change within the University or departmental procurement process of Information Technology improvement from end-user to supplier.
• Develop cost saving initiatives and efficient procurement processes by monitoring procurement eVA dashboards for cost reduction opportunities strategies.
• Outline sustainability goals or policy, to identify key challenges through innovation, and recording and reviewing the progress.
• Engage with the University Colleges and Administration to ensure that effective strategies are developed and implemented regarding targeted areas of engagement.
• Maintain active communication with Vice Presidents, Directors, Faculty & Staff, colleges, and Student Organizations, for concept development, strategic sourcing development, designing new procurement programs/events, discussing product options, providing market education, new contracts, etc.
• Oversee the planning of at least (2) two events annually that will enhance the vendor partnership between VSU, campus departments, small minority and state-wide vendors.
• Builds and maintains positive partnerships within and outside the University to support the operations and strategic direction of the Department and the University
• Oversee the planning and creation of workshops that will help end-users gain more procurement knowledge and streamline their internal requisition process from the department level to the Procurement Office.
• Ensures records retention responsibilities for all Procurement Office files are completed by the required deadlines; and
• Ensures records that do not need to be kept on the Floor occupied by the Procurement Office, but cannot be destroyed due to records retention requirements, are transferred to storage and appropriately accounted for with the Contract Management department/database.
• May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
• May assist VSU leadership with any on-sight/campus emergency that could be harmful to students, faculty and staff.

MINIMUM QUALIFICATIONS

• College coursework in business, procurement, or related field and professional procurement experience with the public sector.
• Familiarity with Source-to-Pay process management, eProcurement tools, ERP operations, and procurement technology.`
• Experience applying local principles and practices of government purchasing as well as federal, state and local governmental procurement laws and practices.
• Knowledge of writing and administering formal solicitations, including IFBs and RFPs and other approved procurement methods using Virginia Public Procurement laws, federal state policies. This will include developing contracts, sole source determinations, and advising/assisting departments on the writing and development of specifications, scope of work, and scope of services.
• Demonstrated understanding of the Virginia Public Procurement Act (VPPA), Agency Procurement and Surplus Property Manager (APSPM) and the Vendors Manual published by the Department of General Services, Division of Purchases and Supply; Commonwealth Accounting Policies and Procedures (CAPP) Manual charge card section;
• Knowledge of the Dispute Resolution process- to include meeting with vendor and contract administrators, department staff to determine resolution on disputes regarding contracts and which party is responsible.
• Provides customer service to internal and external customers
• Experience planning and overseeing large scale events
• Ability to lead and resolves procurement ongoing problems and issues
• Computer proficiency, including creating and updating complex Excel spreadsheets and creating complex Word documents;

Please refer the Job description for details