Assistant Director of Procurement Services - Purchasing

About University at Albany:

The University at Albany is a Carnegie-classified Research 1 institution driven by academic excellence, pioneering research and scientific discovery, and service to community. UAlbany's world-class faculty experts and approximately 17,500 students are creating new knowledge in fields such as artificial intelligence, semiconductor engineering, atmospheric and environmental sciences, cybersecurity, public health, public administration and social welfare while deepening our understanding of our world through scholarship and creative activity in the social sciences and humanities. As one of the most diverse public research institutions in the nation, the University is a national leader in public engagement, educational equity and social mobility. For over 180 years, UAlbany has molded bright, curious and engaged students and launched them toward success. 

Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks.

Job Description:

The Office of Procurement Services, University at Albany, State University of New York, supports the academic community through the purchase of goods and services necessary to fulfill its mission to teach, learn and serve. The department seeks to provide effective and efficient services while ensuring process integrity and compliance with State University of New York and New York State procurement regulations.

The University Procurement Office:

• Oversees the purchase of commodities and services.
• Assists departments with their procurement needs through processing of purchase orders, development of requests for proposals (bids, quotes, etc.), and coordination of proposal/bid review.
• Prepares and negotiates contracts and agreements with external vendors and organizations.
• Ensures compliance with State University of New York and New York State governmental purchasing policies and procedures.
• Prepares contracts and agreements for internal and external review and approvals.
• Reviews, edits and negotiates acceptable contract and agreement language.
• Obtains University, State, and vendor approvals on procurement documents.
• Educates the University community on procurement rules, regulations, and best practices.

Reporting to the Director of Procurement Services, the Assistant Director interacts with University departments, vendors, SUNY System Administration, the NYS Office of the State Comptroller (OSC), and NYS Office of the Attorney General (OAG) in the conduct of duties and responsibilities. Daily responsibilities include effective and efficient preparation of purchases, Requests for Information (RFIs), Requests for Quotes (RFQs), Invitations for Bids (IFBs), and Requests for Proposals (RFPs), leading the proposal review process, effective negotiation of agreement language, and awards of purchase orders and contracts in accordance with University, SUNY, and New York State (NYS) requirements. 

Primary Responsibilities:

• Develop specialized procurements and contracts requiring unique specifications and/or integration of strategic, financial, contractual, and risk management elements to ensure legal and programmatic requirements are met. Ensures each purchase agreement satisfactorily meets the needs of the University through research and problem resolution.
• Monitor and track procurement requests to ensure timely and accurate processing including maintenance of metrics for tracking contracts and purchase orders, monitor existing contracts and develop a process for competitively bidding on a timely basis.
• Develop, document, and implement departmental procedures to improve efficiencies and ensure compliance with NYS and SUNY procurement rules including advisement to staff and training while effectively meeting customer requirements.
• Interpret and ensure compliance with SUNY policies and procedures, State laws and regulations including proactive communication with various oversight agencies regarding procurement activities while maintaining independent comprehensive knowledge of policies and regulations.
• Lead and manage direct reports/team providing guidance, support, and performance feedback to assure goals, programs, activities, and personnel practices are consistent with and contribute to the University's mission.  Lead employees for maximum performance and dedication, fostering a positive and productive work environment. Complete performance management feedback and goals timely and per requirements, offering constructive feedback and developing improvement plans.
• Other reasonable duties as assigned

Functional and Supervisory Relationships:

• Reports to: Director of Procurement Services
• Supervises the following positions: 5 full-time Procurement staff members

Job Requirements:

• Ability to manage multiple projects and tasks simultaneously.
• Excellent organizational and time management skills, including the ability to prioritize tasks.
• Demonstrated ability in effective communications (written and verbal).
• Ability to work both independently and as part of a team. 
• Strong analytical and interpersonal skills.
• Ability to learn and apply complex regulations and processes to required tasks.
• Proficient in the Microsoft Office suite (Excel, Word, Outlook)
• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.
• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role.

Requirements:

Minimum Qualifications:

• Bachelor's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
• Minimum of two (2) years of professional experience in procurement and contract administration.
• Minimum of two (2) years of experience with Request for Proposals, Invitation for Bids, contract development and negotiation. 

Preferred Qualifications:

• Three (3) or more years of professional experience in procurement and contract administration.
• Three (3) or more years of experience with Request for Proposals, Invitation for Bids, contract development and negotiation.
• Master's degree in business related field, contract law legal studies, or equivalent certification from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
• Professional experience working within higher education and/or the SUNY System.
• Applied experience developing and implementing procurement policies and procedures.
• Professional experience supervising staff in a complex, service-oriented work environment.

Working Environment:

• Typical office environment
• Monday - Friday schedule

Additional Information:

This is a promotional opportunity for current UAlbany employees.

Eligibility for Consideration:

• You must be employed at the University at Albany campus.
• You must be in a State-funded UUP professional position (MC employees are not eligible).
•  You must have a permanent, term, or probationary appointment. Only temporary employees employed by UAlbany for three or more consecutive years can be considered eligible.

For details concerning the University's Promotion Policy for Professional Employees, please see HR Memorandum 88-4.

Professional Rank and Salary Grade: Assistant Director of Purchasing, SL5, $90,000 - 95,000.

Special Note: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additionally, please note that UAlbany is not an E-Verify employer.

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link http://police.albany.edu/ASR.shtml

Pursuant to New York Labor Law §194-a, the University will not seek, request, or rely upon an applicant's wage or salary history in determining whether to interview, hire, or establish compensation for an applicant. Applicants are not required to provide wage or salary history information as a condition of employment consideration. Salary history may only be verified in the limited circumstances permitted by law.

If you have a disability and require a reasonable accommodation to participate in the application process, including interviews, please contact Rhonda Haines, the University's Designee for Reasonable Accommodations (DRA) in the Office of Human Resources, at rlhaines@albany.edu or (518) 437-4700; requests for accommodation will be considered in accordance with applicable law.

THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER

Please apply online via http://albany.interviewexchange.com/candapply.jsp?JOBID=205345

Application Instructions:

Applicants MUST submit the following documents:

• Resume
• Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications
• List of 3 professional references with e-mail addresses and telephone numbers

Note: After submitting your resume, the subsequent pages give you instructions for uploading additional documents (i.e. cover letter etc.).

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

Returning Applicants - Login to your UAlbany Careers Account to check your completed application.

Closing date for receipt of applications: October 14.