Administrative/Support, Information Technology, Project/Program Management/Planning, Staff/Administrative
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UW Facilities manages the University’s buildings, infrastructure and land, with more than 1,100 employees in a variety of fields. The Asset Management group includes Capital & Space Management, Real Estate, Sustainability and other teams responsible for planning and workload management. The Operations group includes Project Delivery, Maintenance & Construction, Campus Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups, as well as the separate Emergency Management team, are the Business Intelligence & Information Technology group and the Finance & Administration group.
UW Facilities Finance & Administration provides financial, procurement and sourcing, human resources, and communications leadership to all of UW Facilities (UWF). UWF is one of the largest and most diverse administrative units on the Seattle campus supporting a large urban campus. UWF manages the University’s buildings, infrastructure and land, with more than 1,100 employees in a variety of fields. Our teams can be organized into four main groups: Finance & Administration, Asset Management, Operations, and Business Intelligence.
We have an outstanding opportunity for an Assistant Director, Procurement & Sourcing (“PSAD”) to provide leadership, direction and quality control of Procurement, Sourcing and Contracting for all units within UW Facilities (UWF). The PSAD is a procurement professional with experience in contracting compliance, public procurement operations and should have the full range of procurement, contracting, analytical and leadership skills to support the strategic sourcing vision, organizational analysis and compliance aspects for UWF.
UWF has multiple funding sources and the PSAD will understand the appropriate sources and uses of those funds. A collaborative relationship is needed with UWF unit leadership to fully understand the operations of each group and their buying and contracting needs. The senior leadership of UWF will rely on the PSAD to provide thorough and complete analysis of business opportunities, options, and related value impacts.
This position is an integral member of the UWF Finance & Administration team and must be adaptable, flexible, and able to manage a high volume of work. A team-oriented approach is essential, coupled with a proactive and positive procurement approach focused on meeting current and future needs.
The PSAD oversees an annual procurement portfolio of approximately $200M. The complexities of multiple funding sources, cost allocations, and many business units requires a financial professional who can span from detail to big picture analyses and presentations seamlessly. The Assistant Director must develop strong and effective relationships with leaders in the UWF business units and be a business partner to unit leadership.
The Assistant Director provides financial support for several units within UWF. The wide variety and depth of responsibility requires excellent management skills, resourcefulness, attention to detail, sound judgement, and flexibility. The Assistant Director will use a variety of systems to gather data and must be able to consolidate data and provide useful management reporting to the Directors. The Assistant Director will directly supervise two to four Sr. Procurement & Contracting Specialists and two to four Business Diversity Specialists.
Primary Duties and Responsibilities
The PSAD will support the Director of Procurement & Sourcing in the procurement and contract management of UWF as well as support UW Business Diversity and Equity program needs. This position will be primarily responsible for the procurement business process, contracting performance, and strategic sourcing for all units within UWF and also supervise three direct reports. Effective management will require knowledge of public procurement regulations, audit requirements, business operations, use of multiple and complex systems, and coordination with UWF leaders.
Divisional Management and Administration (40%)
The PSAD will manage the programing and delivery of the UW Facilities Procurement & Sourcing and provide leadership to Sr. Procurement & Contracting Specialists as well as Diversity Specialists as needed. •Responsible for training, on-boarding, employee development, staff assignments, etc. for UWF employees regarding procurement and contracting •Will produce the divisional budget and monitoring expenses of UWF Procurement & Sourcing •Develop and administer the goals, objectives, and daily priorities for UW Procurement & Sourcing •Provide guidance with advice to staff on the respective policies and processes •Creates, reviews, implements policies and procedures in relation to procurement and sourcing needs inside UWF •Prepares and maintains divisional reports, strategic plans, in-progress reviews or similar •Ensure contracting controls are maintained and identify opportunities for improvement •Other duties as required •Directly supervise 3 procurement & sourcing staff. The staff are responsible for standard operating procedures of procurement and contracts administration as well as the day-to-day buying and contracting needs. The staff are comprised of: o2 Sr. Procurement & Sourcing Specialists o1 Sr. Business Diversity Specialist and Compliance Manager
Strategic Sourcing (20%)
Plans and directs the strategic sourcing, market and vendor development program for UWF. Program may include conducting market research and development of potential partners for UW Facilities as an organization. Expected to understand UW Facilities target partner markets, and how those partners accomplish their best and highest work to maximize value and return on the UWF investments. Work towards packaging and leveraging buying power to make best use of UW Facilities spend •Support the development of the Capital Budget and the Minor Capital plan identifying strategic sourcing opportunities. •Liaise with stakeholders and target markets ensuring ready and willing market partners •Research and anticipate shifts in the market business practices •Perform cost, scenario analysis, and benchmarking •Estimate risks and apply risk minimizing techniques
Business Process Improvement (25%)
Responsible for internal or cross-departmental continuous improvement projects utilizing industry recognized methodologies and tools. Contribute to all assigned project teams regarding procurement, buying, and/or contracts. •Ensure the UW Facilities Standard Operations Procedures and Policies for Procurement and Buying, are implemented with continuous improvement and business intelligence. •Liaising with senior leaders and organizational leads, or subject matter experts within UWF to identify the requirements and execute process accordingly, independent judgement as to the recommended processes to be improved, etc. •Gathering and analyzing data and using it to plan and manage both projects and systems •Autonomously plan and implement strategic changes to improve service delivery
Business Diversity & Equity (15%)
Serves as the UW Facilities representative to UW Business Diversity and Equity (BDE) Program. •Manages the BDE Partners Charter and annual work plan •Plans and manages the BDE Partners weekly agendas and prepares meeting minutes and quarterly reports to the Regent’s Diversity, Equity, and Inclusion subcommittee •Works across BDE executive leadership to ensure consistent oversight and “buy-in” from all BDE partner organization •Provides programming and support to the UW Business Diversity & Equity Director as needed
•Demonstrate personal integrity and trustworthiness. •Manage stressful situations and changing priorities effectively. •Anticipate, recognize and resolve problems. •Be responsible and accountable. •Be collaborative and enjoy working in a team environment •Use organizational skills and provide attention to details. •Maintain a positive, optimistic, and success-oriented attitude. •Exercise professionalism, which includes being tactful and courteous. •Exhibit a professional work ethic. •Continuously promote a safe work environment.
•Bachelor's degree in Business, Public Administration, or a related field. •Minimum of five years of progressively responsible experience in sourcing, purchasing, and/or contracts management. Procurement and contracting background in the public sector highly desired. •Proven track record in contract development and document control skills essential. •Management and supervision of employees, including correlative responsibilities including hiring, training, and daily management. •A record of accomplishment of successfully managing multiple procurement projects and delivering projects on schedule •Ability to develop and track procurement project schedules •Excellent written and verbal communication skills for a variety of audiences. •Ability to lead meetings, give presentations, work with facts and be able to tell a story with numbers •Demonstrated success in building and sustaining positive customer and other relationships •Commitment to working within an organizational framework of continuous process improvement •Proficiency with Microsoft Office Suite
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Experience in public procurement in the state of Washington, local government, or public higher education, especially in a facilities or construction environment. •Certified Purchasing Manager (CPM) or Certified Public Purchasing Officer (CPPO) certifications preferred •Management or supervisory experience •Experience in supporting business diversity, equity, and/or inclusion programs
Conditions of Employment:
•Must be able to work in a non-smoking environment. •Regular and predictable attendance is required.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
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Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.