About Westfield State University: In 1839, Horace Mann founded Westfield State University as the first public higher education institution without barrier to race, gender or economic class. Westfield State University is committed to a policy of non-discrimination, equal opportunity, diversity and affirmative action. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people including minorities, women, veterans, individuals with disabilities and other protected persons, or individuals with diverse cultural backgrounds.
Westfield State is the most residential of the state universities in Massachusetts, with over 60% of our 5600 full-time undergraduate students living on campus. The campus is ideally situated on the edge of the Berkshire Mountains in western Massachusetts just 30 minutes from the thriving cultural centers of Northampton and Amherst, and 1.5 hours from both Boston and Albany.
Job Description: Campus Title: Director, Procurement and Administrative Services State Job Title: Director Department: Procurement and Administrative Services Job Code: HA6000 FLSA Status: Exempt Funding: State (7115-0100) Bargaining Unit: APA Job Type: Full-Time Permanent Timeframe: 52 Weeks Shift: 8 a.m. - 4 p.m. Regular Days Off: Saturday and Sunday Supervision Received: Works under the supervision of the Vice President of Administration and Finance. Supervision Exercised: Direct supervision of classified staff in Procurement & Administrative Services. Direct supervision of campus Travel Manager. Indirect supervision of Mailroom, Copy Center and Central Receiving including student workers. Salary: Commensurate with education and experience.
General Statement of Duties:
Responsible for managing the Procurement Department, which includes the purchase and acquisition of all equipment, supplies, materials and services for the University community; the preparation and coordination of all bids and service contracts; formation of, and compliance with, local and state purchasing policies and procedures, and the documentation of all applications within the department. Responsible for detecting, investigating, and remedying irregularities and potential problem areas; collaborating with financial administrators and other department heads on matters of purchasing, contracting, and business policy. Responsible for the oversight and coordination of the University's insurance policies including renewals, claims and policy changes. Director is also responsible for Administrative Services, including mailroom, copy center, central receiving, travel process, vehicle fleet management, and auxiliary services contract compliance.
This position plays a significant role in the University's overall reduction of costs, increase in buying power, compliance with budgets, proper recording of expenses, and increases in spending efficiencies.
Duties and Responsibilities: Duties include but not limited to: Essential:
Develops, implements and oversees policies and procedures for Procurement Department.
Develops written standards for procurement and instructs staff accordingly in order to achieve compliance with procurement laws and generally accepted accounting principles and auditing standards.
Works with department heads who need assistance in improving their procedures and documentation so their transactions are compliant.
Resolves purchasing system problems, achieves solutions, and integrates into operating procedures.
Maintains all purchasing documents; requisitions, purchase orders, contracts, etc. on the University's administrative records system (Banner) as well as the State's MMARS system. Prepares a monthly reconciliation of these transactions.
Receives and processes requisitions for all goods and services.
Provides training on matters related to procurement and administrative services to members of the campus community as determined and when deemed appropriate.
Prepares purchase orders and change orders.
Serves as the central office for issuing all RFRs and bid documents.
Works with all University staff on construction and service contract bids.
Works with the State Operational Services Division to ensure compliance with all state requirements, and appropriate contract usage. Works with the Massachusetts Higher Education Consortium to ensure appropriate contract development and usage.
Prepares/coordinates all bid specifications, bid proposals, Request for Response materials, and maintains bid files.
Collaborates and works with the University community to ensure 'best value' under Procurement Reform (801 CMR 21.00).
Conducts spend data analysis to maximize utilization of University expenses.
Responsible for various monthly, quarterly, yearly, and ad hoc reports.
Responsible for oversight of travel manager, travel policy and procedures.
Responsible for non-fiscal, operational, auxiliary services contract compliance.
Responsible for oversight of motor vehicle fleet, ensuring vehicles are in compliance with University policy.
Budget and administrative oversight of Administrative Services, including Mailroom, Copy Center, and Central Receiving.
Assists unit Vice President and Associate Vice Presidents with various reports and projects as required.
Bachelor's degree required; Master's degree in Business Administration or other advanced degree preferred.
Ten (10) years of procurement management in Higher-Ed or relevant industry and industry certifications may be considered in lieu of degree requirement.
Minimum of five years' experience in Purchasing/Material management required; knowledge of higher education policies and procedures a plus.
Massachusetts Certified Public Purchasing Official certification (MCPPO) or ability to obtain within 18 months of hire or Certified Purchasing Manager (CPM).
Knowledge of accounting and data processing applications related to purchasing and accounting.
Knowledge of the Commonwealth of Massachusetts MMARS accounting system and SCT's Banner System a plus.
Ability to express self in oral and written communication.
Ability to work effectively and efficiently with professional, non-professional and student personnel.
Ability to supervise and direct non-professional and student staff.
Additional Information: Disability Accommodations: Westfield State University understands that persons with disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance regarding disability accommodations, please contact the Office of Human Resources at (413) 572-8106.
Background Check: Employment at Westfield State University is contingent upon a background check that is satisfactory to the University. Failure to provide written authorization for a background check will nullify the offer of employment.
Application Instructions: An online application is required. The successful candidate must submit an official transcript at the time of hire. Interested candidates should electronically attach the following documents:
Contact information for three references*
Copy of unofficial transcript of highest degree
*Provide the contact information for reference providers in the references section of the online application.
Deadline: Review of applications will begin February 14, 2019. The job posting will remain open until finalists have been selected.
NOTE: If you need assistance completing your application please contact our online Help Desk. The link to the help desk can be found at the top of the page via Contact Us. Westfield State University provides equal access to employment opportunities for all applicants, regardless of race, color, creed, religion, national origin, gender, sexual orientation, gender identity, gender expression, genetic information, marital status, age, disability or veteran status in compliance with all applicable laws, regulations and policies.
In 1839, Horace Mann founded Westfield State University as the first public higher education institution without barrier to race, gender or economic class. The University is dedicated to providing educational, working and living environments that value the diverse backgrounds of all people including minorities, women, veterans, individuals with disabilities and other protected persons, or individuals with diverse cultural backgrounds.