What are the responsibilities and job description for the Assistant Director of Purchasing & Travel position at Kentucky State University?
TITLE: Assistant Director of Purchasing and Travel
DEPARTMENT: Purchasing and Travel
REPORTS TO: Director of Purchasing and Travel
CLASSIFICATION: Staff- 12 Months
EFFECTIVE DATE: TBD
EMPLOYMENT STATUS: Full-time
EMPLOYMENT CLASSIFICATION: Exempt
PRINCIPAL PURPOSE OF JOB:
Under the direction and supervision of the Director of Purchasing and Travel, the Assistant Director of Purchasing and Travel will ensure a enforcement of all Commonwealth Statutes, regulations and University Policy and procedures in regard to Purchasing and travel.
The Assistant Director of Purchasing and Travel will assist with planning, coordinating, and administering the operational, financial, administrative, travel, and technical operations of the procurement process.
ESSENTIAL JOB FUNCTIONS:
- Acts for the Director in their absence
- Reviews and assigns work to purchasing personnel within the Purchasing and Travel Office
- Oversees, evaluates, and monitors all purchasing activities within an agency for compliance with the Model Procurement Code (KRS 45A), including personal service contracts.
- Ensures development of purchasing staff through training expectations and performance appraisals.
- Prepares reports regarding purchasing performance results.
- Reviews purchasing documents such as purchasing orders, request for quotes, and request for proposals.
- Uses Banner accounting and procurement system for procurement, reporting and analysis.
- Services as lead for the Travel function.
- Provide guidance, training and customer services to KSU employees regarding individual and group travel in alignment with KSU travel policy and procedures.
- Research and compare available travel and hotel accommodations to identify the best available option for individual and/or group travel if assistance is requested.
- Reviews individual and group travel requests for completeness, funding source and alignment to travel policy and procedures.
- When travel arrangements are within approved travel and budget limits, makes all arrangements and reservations as requested, working with vendor partners such as Emburse, TravelPerks, hotel and car rental agencies to secure travel needs.
- Monitors and facilitates the use of company travel credit cards, frequent flyer programs, and other applicable rewards and loyalty programs.
- Reconciliation of travel reimbursements against approved travel requests, ensuring that payments are made in a timely manner.
- Design, communicate, and drive continuous improvement of the travel request and reimbursement system and operations.
- Oversee information on KSU website related to travel and request updates as needed.
- Ensure that updated policy and procedures and system changes are communicated to the campus community in a timely and effective manner.
OTHER DUTIES: Perform other duties as assigned.
QUALIFICATIONS:
Bachelor's degree with 2 to 5 years’ experience directly related to the duties and responsibilities specified.
Licensing and Certifications: Certification as CPPB, CPPO, KPM, CSCM or other professional certification is preferred.
KNOWLEDGE, SKILLS, and ABILITIES:
- Excellent leadership, negotiation, and team management skills with the ability to engage others through a shared process while serving as a primary decision maker;
- Demonstrated commitment to working with a diverse and inclusive student body, faculty, and staff}
- Strong project and program management and evaluation skills;
- Demonstrated strong public speaking and presentation skills;
- Excellent interpersonal and written communication skills;
- Ability to establish and maintain collaborative relationships with students, faculty, and staff;
- Strong technology skills including proficiency in web-based software systems.
SUPERVISORY RESPONSIBILITY:
- This position does have supervisory responsibility in the absence of the Purchasing Director.
PHYSICAL REQUIREMENTS:
- Prolonged periods sitting at a desk and working on computer.
- Work is normally performed in a typical interior/office work environment.
- No or very limited physical effort required.
- No or very limited exposure to physical risk.
Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa
Internal candidates are encouraged to apply.
KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer
The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.
