Contracts & Procurement Assistant Director at Associated Students, San Diego State University in San Diego, CA, USA

Job description

• GENERAL PURPOSE: Under the direction of the Finance Director, the Contracts & Procurement Assistant Director coordinates and facilitates all activities related to the purchasing of goods and services for a complex student-lead organization including oversight of the purchase order, Request-for- Proposal, award, and contract review processes.

Responsibilities

• Primary Functions
• Activities may include advertising, supplier inquiries, bid walks, bid/proposal receipt, coordination of the evaluation process and committee, negotiations, process management, change orders, and contract closeout.
• Performs contract administration, including serving as a liaison between suppliers and departments, ensuring compliance with contract terms and conditions and grant requirements, and negotiating contract amendments, extensions, and change orders.
• Supervises the Contracts & Risk Management Coordinator. Provides direction regarding priorities of tasks and ensures timely completion. Provides mentorship and professional development opportunities to ensure growth of knowledge and skills.
• In collaboration with Finance Director, reviews calculations and provides projection analysis for total cost of ownership.
• In conjunction with senior staff, develops and maintains A.S. delegations of authority, organizational procurement, contracting and purchasing policies, and online purchasing platforms.
• Confers with departments regarding requirements, specifications, quantity, quality, and delivery as well as recommends alternatives that would result in greater value.
• Reviews and drafts agreements, ensures proper liability and indemnification language, tracks current agreements, ensures renewals are completed in a timely manner
• Oversees Aztec Student Union Board and Aztec Nights contracts to ensure compliance with A.S. standards. Reviews vendor agreements and ensures consistency with A.S. terms
• Ensures maintenance of organization's contract files by documenting deadlines for renewals and ensuring copies of fully executed agreements and current insurance certificates are maintained on file
• Works with various departments to purchase special events insurance as needed per event and/or on behalf of third-party vendors
• Reviews certificates of insurance from vendors, ensures proper insurance is obtained per agreements and programs, and communicates with vendors to obtain necessary insurance
• Ensures the maintenance of registration and certificate of ownerships on all corporate vessels, vehicles and trailers. Assists with DMV renewals and coordinates SMOG inspections with areas as needed
• Maintains and ensures the adherence to the A.S. records retention and destruction schedule, including updates as needed, training of employees and reminders for destruction
• Oversees Public Records Act requests for Organization in compliance with CSU policies and CA state requirements.
• Assists others in department with special tasks as assigned
• Manages workflow of contracts and related processes
• Partners with A.S. staff to identify cost savings through spending analysis and identifies opportunities for joint contracts and bulk purchasing opportunities.
• Maintains relationship with campus procurement team
• Stays informed about federal, state, and university policies related to procurement. Ensures procurement practices align with legal requirements, policies, regulations, and ethical sourcing principles.
• Identifies and uses procurement technological systems to carry out duties.
• Develops and creates reports for use in analysis.
• Evaluates suppliers, goods, and services through bids and proposals and selects most advantageous supplier for the procurement.
• Researches potential new suppliers for goods and services.
• Serves as liaison between the supplier and other departments.
• Develops and delivers training to stakeholders on processes and procedures.

Requirements

• Four-year degree in a job-related field from an accredited college or university required
• Minimum of four years of experience overseeing contracting and procurement processes for complex organization.
• Experience in Higher Education environment preferred
• Anti-Harassment Training for Supervisors
• Workplace Violence Prevention
• Data Security & Privacy
• Gender Awareness Training
• Must professionally represent the Associated Students and San Diego State University at all times
• Must be able to successfully fulfill the Essential Duties of this job description and meet performance expectations
• Highly organized, confidential and reliable individual with keen written and verbal communication skills and the ability to work in a diverse, frequently changing population of students, faculty and staff
• Highly organized, confidential and reliable individual with keen written and verbal communication skills and the ability to work in a diverse, frequently changing population of students, faculty and staff
• Capable of maintaining positive working relationships with staff, University, customers and vendors
• Works in an independent manner without undue supervision
• Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests
• Ability to present a consistent, positive approach to staff, students and all internal and external contacts by being courteous, respectful, helpful and cooperative at all times
• Ability to communicate and/or present in small and large settings
• Must have strong communication skills (verbally and written) to communicate at a level appropriate to the duties of the position
• Ability to operate a computer, proficiency with Microsoft Office Suite and Google Workspace ability to learn and utilize new software programs
• Ability to gather and organize data, draw logical conclusions and discern implications
• Well organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure
• Ability to maintain high level of confidentiality
• Ability to handle multiple tasks simultaneously
• Must be able to exercise tact and exhibit sound professional judgment
• Works in an independent manner without undue supervision
• Ability to present a consistent, positive approach to students and all internal and external contacts by being courteous, respectful, helpful, and cooperative at all times
• Proven necessary supervisory skills including, but are not limited to: hiring, inspecting, analyzing, planning, prioritizing, scheduling, assigning, receiving, controlling, training, instructing, documenting, recommending and reporting

Skills

Required

• Excellent interpersonal skills

Benefits

• Compensation: $95,000- $110,000 Annually