Hobart and William Smith Colleges — Director of Procurement and Auxiliary Services

Director of Procurement & Auxiliary Services
Office of Finance and Administration

OVERVIEW
Hobart and William Smith Colleges invite applications for a newly created Director of Procurement & Auxiliary Services position. The Director of Procurement & Auxiliary Services provides leadership and oversight to a variety of contracted and internal operations on campus, with the goal of providing excellent customer service and optimizing revenue generating opportunities.  The Director will manage contracts, procurement, and auxiliary services ensuring all services, supplies, materials, and equipment are obtained at the best cost/benefit to the Colleges.  The Director will establish standards of quality, performance, service, and availability to meet the dynamic needs of the Colleges. 

The Director of Procurement & Auxiliary Services reports to the Vice President for Finance and Administration (VPFA) and is responsible for the oversight and direction of all procurement-related activities including strategic sourcing. The Director oversees the award of purchase orders and contracts and the resolution of controversies including protests and appeals. 

In addition, the Director oversees the management and reporting of all Auxiliary Services which currently include food service, the campus bookstore, conferences and events, and a 70 foot research vessel.  Food service, which has been outsourced to a third party for many years, includes one residential dining hall, four retail locations, and catering services for approximately 3,000 students, faculty, and staff. The Director serves as the primary liaison with contractual partners, working closely to oversee and support operations, while ensuring that service levels meet performance indicators as specified in vendor agreements. 

KNOWLEDGE, SKILLS, AND ABILITIES
Working knowledge of the regulatory environment associated with a not-for-profit institution of higher education or other governmental entity. Excellent communication, interpersonal, planning, organizing, and coordinating skills.  The ability to proactively think creatively in order to meet the needs of all campus constituents. Demonstrated ability to successfully collaborate and interact professionally and confidentiality with members of a diverse community that includes all levels of personnel and the public.

MINIMUM QUALIFICATIONS
Bachelor’s degree in business, finance or related field. Five or more years of procurement and contract negotiation and management experience, preferably in a central leadership role in higher education, with a strong customer service orientation. Experience with oversight and management of similar Auxiliary Services enterprises and nationally recognized procurement certification (i.e. CPPO, CPPM) are preferred. Must be computer literate and experience with PeopleSoft is a strong plus.  

DUTIES AND RESPONSIBILITIES
The successful candidate will be expected to perform the following duties and responsibilities at all times in a manner that supports the Colleges’ commitment to creating a diverse and inclusive environment where people from different backgrounds can succeed and varying perspectives are welcome:

  • Manage the contract function of the Colleges including maintaining control over contract renewals and extensions. Coordinate with general counsel to review contracts as necessary. Assure all contracts have the appropriate legal protections and insurance to minimize risk to the Colleges.
  • Promote competitive purchasing practices to minimize costs and give interested vendors an equal opportunity to provide goods and services. Establish relationships with minority and women owned businesses.
  • Support contract negotiations campus wide.
  • Utilize various buying consortiums to obtain the best rebates and pricing available in higher education. Whenever possible, group purchases together to take advantage of quantity discounts.
  • Utilize the online purchase requisition system and ensure that proper approval authority is updated in the system.
  • Provide advisory and consultative services in areas such as establishing specifications; comparing prices; executing purchases; mediating with vendors; and training.  Work with various departments to arrange demonstrations of products, services or equipment. Oversee annual year-end reviews and ad-hoc reviews requested by faculty/staff to ensure that the Colleges receive the high quality goods and services at the best pricing.
  • Authorize blanket purchase orders, open purchase orders, and not to exceed purchase orders that are issued and reviewed annually at appropriate time frames.
  • Oversee operations of and supervise the directors of food services, the bookstore, and conferences and events, as well as the research vessel captain.  
  • Provide support to Human Resources, IT Services, Business Office and other departments/divisions across campus with evaluating cost saving methods to obtain goods and services through preferred vendor arrangements or purchasing consortia (i.e.: office supplies, employee travel and relocation, computers, health care costs, etc.), negotiate agreements that provide volume discounts whenever possible, and obtain cost effective preventative maintenance contracts for equipment including computers, printers and multi-functional devices.  
  • Monitor open encumbrances on a monthly basis and ensure they are closed in a timely manner.
  • Ensure accurate equipment and vehicle insurance schedules, titles, and registration paperwork are properly maintained.
  • Formalize procedures and coordinate the sale, disposal, or transfer of excess equipment and/or supplies with all departments.
  • Perform other duties as assigned

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