Assistant Director of Procurement Tracking Code845-674Job Description
The position is responsible for the day to day functions of the credit card program and assistance in the procurement function by supporting and facilitating the University's purchasing processes while adhering to purchasing and accounting policy, IRS regulations, and travel policy. This position is responsible for providing service to internal and external customers, and to monitor and control the information that goes into the financial system as well as what goes out to the vendor. To ensure, via requisition review, that departments are; adhering to budgets, obtaining bids, and sending contracts to purchasing within the signing authority of the department.
Major Responsibilities:
Procurement
Provide formal training and feedback opportunities to key users on the procurement module of Colleague, Purchasing Card (P-Card), and all other key procurement policies.
Manage the P-Card program including administration of the software and working with end users regarding card policies and issuance.
Issue Blanket Purchase Order renewals annually.
Administer the University signing limit guidelines.
Establish new vendors according to IRS regulations.
Review purchase requisitions entered by campus departments and assist with questions.
Send purchase orders to vendors, as needed
Process credit applications, provide tax exempt information to vendors, and process independent contractor forms.
Produce support and feedback when needed for current policies and practices.
Provide assistance to budget leaders by making spending management recommendations and in evaluating the consolidation of vendors and bidding strategies.
Assist in performing comprehensive analysis to identify opportunities to leverage university spending and determine where cost savings and efficiencies may be achieved (i.e. reduce goods and service costs through informed strategic procurement strategies based on data)
Participate in the review of vendor proposals related to strategic opportunities and perform a comprehensive analysis to determine the best viable option.
Propose recommendations for the implementation of best practices regarding strategic procurement, which maintain and ensure compliance with University policies and state regulations.
Maintain open channels of communication with buyers, campus customers, and other stakeholders to understand their current and future purchasing needs.
Participate in special projects that are designed to enhance unit operations and services.
Coordinate the use of the University Print Inventory by providing instructions to campus on how to use it. Monitor inventory levels and place orders when needed. Maintain a spreadsheet of activity and perform a monthly chargeback to departments. Send out end-of-year count sheets and balance to GL to reset the level to the new count.
Maintain the procurement website portal
Knowledge and Skills:
Procurement or Purchasing experience preferred.
Ability to create and analyze reports.
Knowledge of current purchasing or other institutional purchasing practices and procedures is preferred.
Knowledge of higher education finance system or comparable online integrated Finance or Purchasing/Payables system.
Bachelor's degree in Business Administration/ Accounting/Finance is preferred.
Three to five years of related accounting experience, such as general ledger, A/R, A/P, and general principles of accounting and finance is recommended.
Two years of general office experience.
This job operates in an office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.
Competencies: Procurement Models, Financial Management, Process Management, Communication Proficiency, Ethical Conduct, Collaboration Skills, Flexibility
Successful applicants will demonstrate a commitment to cultural diversity and the ability to work with individuals or groups from diverse backgrounds.
All offers of employment with Valparaiso University are contingent upon clear results of a thorough background check. Background checks may include criminal history, motor vehicle reports, prior employment verification, and personal/professional references. If applicable to the position, background checks will also include credit history. Background checks will be conducted on all final candidates for employment.
Valparaiso University requires all employees to be vaccinated against COVID-19 or apply for and receive a qualified exemption within two weeks of the employment start date.
To be considered for this position you must upload:
Cover letter
Resume
List of 3 professional references
Answer all the application questions
Please address cover letter to:
Tamara Gingerich, Associate Vice President for Finance/ Controller
Valparaiso University
Valparaiso, IN 46383
Job LocationValparaiso, Indiana, United StatesPosition TypeFull-Time/Regular
