What are the responsibilities and job description for the Director of Purchasing position at Lincoln University?
Job Title: Director of Purchasing
Classification: Professional
Division: Finance & Administration
Department: Purchasing
Reports: Associate Vice President for Finance & Administration
FLSA Status: Salaried, Exempt
JOB SUMMARY:
The Director of Purchasing directs the activities of the Purchasing Department in purchasing and distributing raw materials, equipment, machinery and supplies for the University. The Director of Purchasing directs functions of sourcing and selecting vendors, computerized record keeping in the administrative system and contract generation for all selected vendors.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Analyzes, assesses, and in many cases, generates vendor contracts to insure favorable terms and conditions and consistency with legal requirements.
- Proactively reviews for University procurements and sets up bidding to save money.
- Proactively works with all departments to insure compliance with University policies.
- Implements best practices, such as correct vendor naming and master file management to modernize purchasing function.
- Leads the automation upgrade of the procurement function to enable workflow and imaging.
- Supervises all Purchasing Department personnel.
- Directs the sourcing process which includes identifying prospective vendors.
- Directs the bid processes regarding prospective vendors to bid and managing the bid generation and selection processes.
- Revise and implement procurement policies and procedures to reflect best practices.
- Directs negotiations with suppliers to obtain the best offer available within the time constraints of the requirement.
- Oversees the placement of orders with suppliers, including orders for capital equipment, services or other items needed by the organization.
- Directs the preparation and issuance of purchase orders/purchase requisitions and ensures completeness and clarity.
- Analyzes market and delivery conditions to determine present and future material availability and prepares market analysis reports.
- Prepares bids for issuance including writing requests for proposal and Requests for Qualification, receives bids from vendors, and prepares bid synopses for internal client departments.
- Maintains and develops internal controls to improve functioning of Purchasing Department and the University.
- Monitors University compliance with Purchasing policies and procedures.
- Reviews purchase order claims and contracts for conformance to company policy.
- Responsible for developing and enforcing proper Purchasing database conventions.
- Responsible for maintaining and tracking proper vendor tax reporting.
- Carries a select caseload of bidding and sourcing responsibilities.
- Arranges for disposal of surplus materials.
- Develops procedures and practices to improve workflow, sequence of operations to achieve efficiencies in the department.
- Act as University point of contact for Facilities, Food Service and Waste Water Treatment Plant vendors. This includes day-to-day operations review for operational excellence.
- All other relevant duties as assigned.
EDUCATION:
- Bachelor's degree required, preferably in Business Administration, Finance or Business related field.
EXPERIENCE:
- Three to five year's senior-level contracts administration and procurement experience.
- Minimum 5 years' experience with computerized Purchasing systems.
- Minimum 3 years' contract compliance and analysis experience preferred.
- Professional certification preferred.
- Supervisory experience required.
QUALIFICATIONS:
- Must have excellent comprehension and communication skills, written and verbal.
- Must be able to work without constant supervision, make decisions, and have judgment.
- Must be able to handle multiple tasks and projects and prioritize based on departmental functionality.
- Must be detailed oriented with the ability to organize.
- Must be able to work in a heavy volume and high-pressure environment.
- Must have the ability to maintain a high level of confidentiality.
- Must have a high level of professional appearance and demeanor.
PHYSICAL DEMANDS:
Moderate lifting up to 20 pounds as frequently as needed to move objects; dexterity to write and manipulate computer keyboard and mouse; ability to hear and speak clearly; and body mobility to stoop, kneel, bend and reach.
WORK ENVIRONMENT:
Work is primarily performed in a university campus environment and requires a flexible
Schedule including evening and weekend work. Travel for administrative work is expected. The employee is subject to inside environmental conditions: protection from weather conditions but not necessarily from temperature changes.
Purchasing Agent
State of Pennsylvania -
Chester, PA
Purchasing / Buyer
Service Today -
Laurel, DE
Purchasing Specialist
Allen Harim -
Harbeson, DE
