Assistant Director of Procurement Services (Purchasing and Contract Management) at Christopher Newport University in Newport News, Virginia

Job Description:

Working Title:

Assistant Director of Procurement Services (Purchasing and Contract Management)

Position Number:

FA342

FLSA:

Exempt

Appointment Type:

Full Time

Sensitive Position:

No

Sensitive Position Statement:

A sensitive position requires a fingerprint-based criminal history check. This is NOT a sensitive position.

Campus Security Authority:

No

Campus Security Authority Statement:

This position is NOT designated as a Campus Security Authority. A Campus Security Authority (or CSA) is defined as an "official of the institution with significant responsibility for student and campus activities." A CSA is required to immediately report any crime that is reported to them to the University Police who will then review, evaluate, and investigate the reported crime. Annual training is required by the Department of Education for all personnel who have been designated as a Campus Security Authority.

Designated Personnel:

No

Designated Personnel Statement:

A "designated position" means this position could potentially be required to work (depending on the event) during an emergency closing. This is NOT a "designated position."

Statement of Economic Interest:

Yes

Statement of Economic Interest Statement:

This position DOES require a Statement of Personal Economic Interest.

Restricted Position:

No

Restricted Position Statement:

A restricted position would be subject to availability of funding. This is NOT a restricted position.

Chief Objective of Position:

Under the direction of the Director of Procurement Services, this position serves as the lead procurement advisor to the Contracting Officers and assists in strategizing and implementing new processes for the University.


This position will train and advise the Contracting Officers and the University on state and university policies, procedures and systems. Responsible for writing and administering formal and informal solicitations as well as coordinates and formulates contracts for a variety of highly specialized and complex goods and services in compliance with all regulatory and statutory requirements. Communicates with university Vice-Presidents, and other high-level administrators, faculty, and staff members to determine technical specifications and appropriate contractual terms and conditions needed to procure goods and services, capital construction, and provide legal protection to the University and the Commonwealth. Develops and maintains departmental analytics, including spend & cost analyses, KPI reporting and other ad-hoc reports as needed. Remains knowledgeable on current laws, policies and procedures; advises University staff as appropriate. Serve as the back up to Director of Procurement Services in the Director's absence.

Work Tasks:

• Supervise Contract Officers to include preparing performance evaluations; establishing and managing Contract Officer workloads; addressing performance issues; ensure staff have the necessary knowledge, skills, and abilities to accomplish goals.


• Resolve complaints and solve problems; initiate action to resolve complaints; exercise analytical skills and use sound judgment to mitigate and solve problems; establish positive working relations with departmental staff, vendors, end users and other university personnel; positively promote the procurement function.


• Develop and maintain internal procurement trainings and training materials for procurement staff, faculty, and university staff; serve as agency lead procurement trainer.


• Effect procurement of goods and services; process requisitions in eVa in accordance with established time-frame; ensure all procurements are processed in accordance with state and university policy and procedures.


• Effect procurement of capital outlay and construction as well as professional services as needed.


• Review transactions of delegated authority granted to departments of procurements up to $10,000 for compliance with procurement laws, regulations, policies and procedures.


• Establish, advertise and manage term contracts in eVA and contract management system; manage a variety of complex high dollar procurements; ensure term contracts are renewed and/or rebid timely; review contracts solicited at least every 6 months to ensure proper contract administration.


• Accurately develop specifications for solicitations; interface with departments and vendors as needed to ensure specifications are complete and provide guidance; ensure procurement files are properly documented; review and recommend sole source and emergency procurements; remain knowledgeable on current procurement laws, policies and procedures.


• Support university initiatives and departmental goals through data analytics and strategic sourcing efforts; assist in identifying and championing opportunities to leverage procurement power, in areas including but not limited to, cost savings, revenue generation, contract development, process improvements, and waste reduction.


• Serve as a backup to the Small Purchase Charge Card (SPCC) Administrator; on an as-needed basis, perform monthly audit/review of SPCC transactions to ensure compliance; train cardholders in proper card usage, security and procurement guidelines. Review and update, as needed (at a minimum annually) the Small Purchase Credit Card Manual and the Small Purchase Credit Card Program Administrator Manual.


• Promote participation of SWaM-owned business; assist in the development of SWaM strategies.


• Develop and maintain very positive and professional customer service and/or relations within the office/department and with all constituencies to include students, faculty, staff, guests, and employees. Demonstrates a positive and professional attitude and treats everyone with dignity and respect. Fully support the "Student's First" value at CNU and routinely goes the extra mile in providing service.


• Review and communicate safety issues to assure a safe and healthy workplace and a reduction in work related absence.


• Follow workplace safety regulations and adhere to applicable standards, processes, and programs established for your position.


• Immediately report unsafe work conditions and work-related incidents to your supervisor and participate in accident investigation requests.


• Promote a safe and healthy work environment by ensuring the implementation of safety regulations and applicable standards, processes, and programs established for employees under your supervision.


• Ensure employees under your supervision are trained in safety standards and procedures for their positions.


• Report work-related incidents within 24 hours according to the procedures established by the university, state and federal guidelines.


• This position is designated as a "responsible employee" who has the authority to redress sexual violence, who has the duty to report incidents of sexual violence or other student misconduct, or who a student could reasonably believe has this authority or duty.


• Other duties as assigned by the Director of Procurement Services.

Knowledge, Skills, Abilities (KSA's) related to position:

• Ability to plan and direct the work of staff


• Excellent customer service skills


• Strong oral, written, and interpersonal skills


• Proficient in spreadsheet, database and word processing applications


• Ability to work independently


• Strong analytical skills


• Ability to make effective decisions to resolve complicated issues


• Excellent organizational and detail oriented skills


• Significant knowledge of procurement and contract administration principles and procedures to advise and assist university personnel

Required Education:

Master's degree or Bachelor's Degree with experience that equates to an advanced degree.


Possess a Virginia Contracting Officer (VCO) certification or Certified Professional Public Buyer (CPPB), Certified Public Purchasing Officer (CPPO) at the time of employment. Must obtain VCO within one year from start date.

Additional Consideration - Education:

College level coursework in business, procurement, contract law or related field.


Certified Virginia Construction Contracting Officer (VCCO) or the ability to obtain within two years from start date.

Experience Required:

Significant experience in procurement, contract administration, and data analytics, with a demonstrated history of increased responsibilities to include supervisory experience and/or leading complex procurement projects.

Additional Consideration - Experience:

Significant work experience in state higher education procurement.
Advanced knowledge of contract methods, standards, and terminology in a higher education setting or in public contracting setting.

Salary Information:

Starting at $90,000, commensurate with education and experience.

CNU Information:

Christopher Newport University is anchored in excellence, and that is reflected in our ranking as the #1 regional public university in Virginia and #3 among regional public universities in the South. We are an inclusive and kind community, founded on our shared values of honor, scholarship, service and leadership. We offer an outstanding liberal arts education provided by dedicated, gifted teacher-scholars who are supported by a compassionate team of faculty and staff. Our 4,500 undergraduate and graduate students pursue more than 90 areas of study, as they live and learn on a largely residential campus. CNU's on-campus performing and visual arts centers offer Broadway shows, world-class performances, engaging exhibitions, transformative lectures and classes, and more. Our athletics program is the winningest at any level in Virginia.


Christopher Newport University is in the heart of Newport News, a vibrant city with breathtaking scenery and unique experiences. The city and region offer affordable neighborhoods, local and name-brand shops, diverse dining options, local parks and water access, and fun recreational opportunities. Whatever your interests and goals, you belong at CNU! For further details and information about Christopher Newport, visit
cnu.edu.

Posting Number:

AP376P

Number of Vacancies:

1

Posting Date:

12/17/2024

Review Begin Date:

01/26/2025

Application Instructions:

Interested parties are requested to submit a cover letter; current resume; and the names, addresses, and telephone numbers of at least three professional references at the time of application.


This position will be posted until filled, however for priority consideration, please apply by January 26, 2025.


Search finalists are required to complete a CNU sponsored background check.


Christopher Newport University (CNU) will make a reasonable effort to accommodate persons with disabilities in the application and/or interview process. Persons with disabilities who require accommodation should contact the CNU Human Resources Office by calling (757) 594-7145.

Quick Link for Internal Postings:

https://jobs.cnu.edu/postings/18559

EEO/Diversity Statement(s):

Christopher Newport University, an EO Employer, is fully Committed to Access and Opportunity.




Notice of Non-Discrimination & Title IX Policy Statement

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