POSITION IDENTIFICATION
TITLE Director of Procurement Services
CLASSIFICATION NUMBER 1350
GRADE 47
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR Assistant Vice President Finance and Accounting
GENERAL FUNCTION
The Director of Procurement Services is the University's agent for acquiring all materials, services, supplies, equipment, and real property and provides leadership and direction through management of a comprehensive and coordinated program of procurement, inventory, and materials control activities including purchasing, property control, surplus property, receiving, real estate appraisals, sales, and acquisitions, risk management and insurance, and contract administration. The Director is responsible for planning and directing the activities of the University's purchasing program to support University users and develops policies and procedures to establish and maintain legal compliance, financial accountability, physical control and effective resource utilization for assigned programs. The Director represents the University in negotiations or awarding contracts with authority to obligate physical and financial resources. The Director ensures a customer-centered approach is used to provide services.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelor's degree is required.
Experience: At least five years of management experience is required in positions with responsibilities in procurement, supply services, or business. Specific experience in areas related to purchasing, contract services, accounting, budgeting, insurance and risk management, or property and equipment management is preferred. General experience using automated purchasing procedures is preferred.
Certification: Certified Purchasing Manager (CPM) or Certified Public Purchasing Officer (CPPO) is preferred.
Skills: Strong oral and written communication skills as well as excellent interpersonal skills are required. Supervisory and administrative skills are required. Computer literacy is required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Provides leadership and direction for the University regarding procurement/materials management by directing and managing a comprehensive and coordinated program of procurement, inventory, and materials control activities including purchasing, property control, surplus property, receiving, real estate appraisals, sales, and acquisitions, insurance and risk management, and contract administration.2. Assures the prompt and effective delivery of essential goods and services to the University's administrative and academic departments by organizing the various units and sub-units of the department in a logical, non-duplicative, and effective manner to best meet work requirements, monitoring workloads throughout the department and prioritizing staffing needs accordingly, implementing appropriate departmental policies and procedures, establishing goals and objectives which best meet the support requirements of the University, and evaluating progress toward their achievement.
3. Ensures that purchasing activities are accomplished with a minimum time lag and in accordance with regulatory requirements by developing, implementing, and interpreting purchasing and materials control policies and procedures in accordance with University, Board of Governors, and/or state policies and procedures, determining the priority of work and timing of procurement transactions, reviewing requisitions as appropriate, consulting with University staff members about their needs and desired purchases and assisting in locating and identifying items and services being sought, and determining if commonly used commodities or groups of commodities are suitable for a University-wide contract and directing the awarding of University-wide contracts when appropriate.
4. Protects the interests of the University regarding procurements by serving as the University's official representative in discussions between vendors and University departments on purchasing issues, shipping, receiving, invoicing, and all other areas of responsibility, and by monitoring vendor activities for compliance with all contract terms and conditions.
5. Administers the University's Risk Management Program, ensuring that the appropriate levels and varieties of insurance coverage (e.g., property, liability, vehicle, theft) are effective, by determining the extent of coverage needed, recommending the levels of coverage, preparing purchase requisitions for approved insurance coverage, processing claims involving campus-wide insurance programs for liability or property, and obtaining unique and/or exceptional coverage for specialized needs of the University beyond the coverage provided by the state.
6. Directs real estate activities for the University by conducting and supervising all real estate acquisitions and sales including appraisals, negotiations, legal recording procedures, and related records management.
7. Ensures that vending operations meet the needs of the University community and are profitable by providing guidance regarding vending operations, establishing operational goals that assure profitability, directing exploration/experimentation with a variety of vending alternatives compatible with the University community's needs, and evaluating accomplishment of established goals and objectives.
8. Enhances the range and quality of procurement services to the University's departments, thus improving customer satisfaction, by coordinating and providing input regarding the design and/or selection of automation systems and being proactive in seeking the use of information technologies to automate and expedite the purchasing process and warehousing procedures.
9. Ensures fiscal responsibility and accountability through coordination and preparation of the annual departmental budget, authorizing the expenditure of funds, and exercising fiscal management for areas under direct supervision.
10. Provides effective office management for the Procurement ServicesUnit by maintaining a records management program in accordance with the State of Missouri records requirements, legal necessities, and standard business practices.
11. Promotes good customer service by maintaining an active dialogue with departments regarding purchasing policies and procedures, providing training to keep the departments current in all aspects of procurement operations, and soliciting feedback from customers regarding Procurement Services’ existing services.
12. Minimizes institutional liability by reviewing and recommending approval or disapproval of University contracts in terms of the adequacy of contract terminology and content and obligation of the physical resources of the University.
13. Develops a competent, productive, and effective departmental staff by recruiting and hiring qualified applicants, providing training and orientation on departmental policies and procedures, assigning work responsibilities and priorities, supervising (directly and through delegation) work activities, and evaluating the performances of professional, clerical, and support personnel.
14. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the Assistant Vice President Finance and Accounting.
15. Contributes to the overall success of Financial Services by performing all other duties and responsibilities as assigned by the Assistant Vice President Finance and Accounting.
SUPERVISION
The Director of Procurement Services is supervised by the Assistant Vice President Finance and Accounting and supervises of professional and clerical employees in Procurement Services and Property Control.
OFFICE OF HUMAN RESOURCES
REVISED MARCH 2023
