IMPORTANT APPLICATION INSTRUCTIONS:

Upload Resume or Curriculum Vitae for automatic population of information to the application.The contact information, work experience, and education listed on your Resume/CV will be parsed and input into your Montclair application.Review information and double-check all fields containing information that the system parsed – the software is intelligent, but you need to verify that the data is accurate.In the “My Experience” section, you will find a Resume/CV upload option where you can submit your cover letter and all other supporting documents.

Note: If you have an expansive CV, we recommend that you apply manually and only include the positions you have held in the last ten (10) years. You will then be able to attach your Resume/CV, as well as all other supporting documentation in the "My Experience" section of your application.

Job Description

SUMMARY:

Reporting to the Assistant Vice President of Procurement Services, the Associate Director of Procurement Operations provides managerial and administrative support in all phases of the University’s procurement process for goods and services. The Associate Director supervises and guides the buying staff in all efforts and further participates in developing University-wide procurement policies, goals, programs, practices, and procedures. 

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Provide quality service and advice to all academic departments and administrative offices to ensure that allocated resources are effectively applied to meet management objectives. Regularly engage with stakeholders and University departments to convey policies, foster better communication, and improve service.

Develop and recommend purchasing office policies, procedures, and related forms; conduct revisions as needed or required and publish them for the benefit of internal users and vendors. Ensure procurement policies encourage supplier diversity and sustainability and develop a supplier diversity program and sustainability initiatives.

Manage the requisition to purchase order and change order process, including but not limited to reviewing and approving purchase requisitions from procurement staff for completeness and compliance with Procurement Policies and Procedures, including the procurement methodology, compliance with any University contracts, and other compliance requirements such as Business Registration Certificates, Chapter 51 Approval, EEO, etc. In addition, conduct an audit of purchase orders to ensure they have been issued in compliance with the Procurement policies and procedures.

Ensure that the outcome of the selection process for procurement processes is in the University's best interest and in compliance with University, local, state, and federal requirements.

Determine appropriate methods of goods and services procurement (DPA, publicly bid RFP, Waiver of Advertising RFP, RFQ, State Contract, GSA, or approved cooperative contract).

Manage the administrative operations of the Procurement Services Department, including record keeping, retention of contracts, reviewing and providing regular reports to track the pipeline of projects, and other reports and analytics to measure productivity, the effectiveness of procurement, and level of customer service.

Supervise the Procurement staff. Conduct performance evaluations, communicate and monitor relevant staff goals. Coach and mentor staff members; communicate strategic issues/changes to staff; build commitment and confidence. In conjunction with the Assistant Vice President, approve personnel actions, hiring, and disciplinary action in compliance with University policies and procedures.  

Identify training needs for staff; provide or secure training for staff members; strengthen the mix and level of skills within the department. Oversee training for the University and develop new training as needed.

Direct management and oversight of all Board of Trustees resolutions in conjunction with the Assistant Vice President of Procurement Services.

Manage, assist, and oversee complex solicitations on an as-needed basis, including various procurements for goods and services and formal solicitations for construction services as directed.

Oversee the University-wide purchasing card program. In collaboration with the Purchasing Card Administrator, create and carry out policies and procedures, review University spending history, and provide reports to Senior Management.

Oversee the coordination of the contracting between University departments, University Counsel, and the Procurement Services Department to ensure all contracts for goods and services meet the Procurement policies and procedures. In conjunction with the Contracts Administrator, work with University Counsel as needed to structure and process agreements and contracts in accordance with University procedures.

Oversee the system operations and other related procurement technology, as directed. This may include but is not limited to overseeing online catalogs (punchouts), spend category codes, queries and reports, data analysis, training and website materials, year-end processes, audit processes, assisting with developing related policies and procedures, and leading and recommending related process improvements.

Assist in addressing all supplier concerns, protests, construction claims, OPRA requests, and related public relations activities pertaining to the procurement program.

Maintain complete knowledge of all internal, state, and federal rules, laws, and regulations concerning procurement as it applies to state colleges and universities; maintain familiarity with the State of New Jersey Contracts, Federal Supply Schedules, and nationally recognized public cooperative contracts.

Perform spend analysis for the various assigned commodities on an as-needed basis.

Identify suppliers to include in the procurement selection process.

Maintain a working knowledge of goods and services required for University operations, including supplies, equipment, technology services and products, furnishings, food and catering, consultants, and financial services. 

Assist in preparing reports, approval requests, and other documents, as required.

Performs other duties as assigned.

Management retains the right to add or change job duties at any time.

QUALIFICATIONS:

REQUIRED: 

Bachelor’s degree from an accredited college or university.

Minimum 4 years of experience with the procurement process in a large organization.

Supervisory experience.

Knowledge of the procurement of goods and services (e.g.: office supplies, information technology, professional services, construction).

A commitment to the principles and practices of continuous improvement. 

Strong technology skills and analytical capabilities.

Ability to adapt and innovate while adhering to established procedures.

Strengths as a self-initiative and a self-motivated.

Ability to work independently and to collaborate with others.

PREFERRED:

Master’s degree from an accredited university.

Minimum 6 years of procurement experience with 3 years supervisory experience.

Experience in a New Jersey public entity.

Familiarity with New Jersey procurement statutes and regulations.

Prefer experience with Workday, the University’s ERP system.

Excellent written, oral, interpersonal communication and management skills.

PROCEDURE FOR CANDIDACY

Applicants should include a resume and cover letter describing how their background, skills and education match the needs of the University. When applying, please take a moment to carefully read and follow the steps in the application instructions. 

Department

Procurement

Position Type

Administrative

Contact Information:

For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email talent@montclair.edu.

EEO/AA Statement

Montclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity.

Additional information can be found on the website at 
www.montclair.edu/human-resources/about-us/eo-aa-and-diversity/

Title IX and 34 C.F.R. 106 Policy

Montclair State is required by Title IX and 34 C.F.R. 106 not to discriminate on the basis of sex or gender, and does not discriminate on the basis of sex or gender in the operation of education programs and activities.  The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment. For further details, please visit: https://www.montclair.edu/human-resources/job-seekers/