Assistant Director of Procurement Services

Overview:

The Assistant Director of Procurement Services is a hands-on leadership role that assists the Director of Procurement Services in planning, developing, and administering the College's centralized procurement and contracting programs. The position provides leadership, technical expertise, and operational support in competitive procurement, contract administration, strategic sourcing, supplier management, and procurement compliance. The Assistant Director independently leads complex, high-value, and specialized procurement initiatives; advises College departments on procurement strategies, requirements, and best practices; manages competitive solicitations and contract negotiations; and identifies opportunities to improve processes, reduce risk, and maximize the value of College expenditures. The Assistant Director serves as the Director's designee in the Director's absence and provides operational leadership to ensure continuity of procurement operations, supplier relationships, and critical purchasing functions.

 

Benefits include: medical and dental insurances, retirement plans, paid time off, educational benefits for employees and dependents at Penn College and Penn State University, and more. For additional information, click here.

Qualifications:

EDUCATION

• Bachelor's Degree Business Administration, Supply Chain Management, Finance, Accounting, Public Administration, or related fields. Required

LICENSES AND CERTIFICATIONS

• Certified Professional in Supply Management (CPSM). Preferred

EXPERIENCE

• Five to Seven (5-7) years of professional procurement experience with progressively increasing responsibility, including experience managing competitive solicitations, vendor negotiations, contract review and administration, bid preparation and analysis, purchase order administration, and standard procurement practices and procedures. Required
• Demonstrated proficiency in procurement and financial management systems used for requisitions, purchase orders, contracts, and invoice processing as well as Microsoft 365 applications, including Outlook, Teams, Excel, Word, and Adobe. Required
• Experience with enterprise resource planning (ERP) procurement systems and electronic procurement platforms. Required
• Experience supervising, mentoring, or providing leadership to procurement staff. Preferred
• Experience in higher education interpreting and applying procurement policies, competitive bidding requirements, and applicable regulations. Preferred

ABILITIES AND SKILLS

• Ability to provide leadership, guidance, and mentoring to Procurement Services staff while fostering collaboration, accountability, and continuous improvement. Required
• Proficiency in ERP systems, electronic procurement systems, Microsoft 365 applications, and procurement-related software. Required
• Knowledge of procurement principles, practices, and terminology, accounting and financial control practices, including accounts payable and budgeting practices. Required
• Demonstrated knowledge of negotiating techniques, contract development, contract administration and vendor relationship management. Required
• Excellent written, verbal, and interpersonal communication skills with the ability to effectively communicate procurement requirements and contractual matters to employees, administrators, vendors, and external partners. Required
• Strong analytical, critical thinking, and problem-solving skills with the ability to evaluate complex procurement issues, develop practical solutions, and communicate recommendations clearly and professionally. Required
• Ability to maintain professionalism, diplomacy, and sound judgment while interacting with internal and external stakeholders, including during challenging or sensitive situations. Required
• Demonstrated commitment to ethical conduct, integrity, accountability, confidentiality, and stewardship of institutional resources. Required
• Ability to handle a variety of complicated and detailed assignments simultaneously, and under the pressure of tight deadlines, in a fast-paced environment, with frequent interruptions. Required
• Ability to adapt effectively to changing priorities, evolving institutional needs, and unexpected challenges while maintaining productivity and service quality. Required
• Ability to exercise independent judgment and make sound decisions affecting procurement activities, contractual obligations, and institutional financial resources. Required
• Ability to organize and prioritize own work and work of the buyer, in anticipation of department, school, and vendor needs. Required
• Ability to analyze financial data, perform business and cost analyses, evaluate pricing, and accurately interpret procurement-related financial information. Required
• Ability to provide operational leadership, oversee daily Procurement Services activities, and serve as the Director's designee in their absence. Required

 

Responsibilities:

• Assist the Director of Procurement Services in developing, implementing, and administering the College’s centralized procurement and contracting programs, policies, procedures, and strategic initiatives.
• Serve as a senior procurement resource for College departments by providing guidance on purchasing strategies, competitive procurement requirements, contract administration, supplier management, and procurement best practices.
• Assist in establishing procurement priorities to support institutional operations, academic programs, and capital projects.
• Independently manage high-dollar, unique, and specialized procurements while ensuring compliance with College policies, applicable federal and state regulations, grant requirements, procurement ethics, and contractual obligations.
• Identify opportunities to improve procurement processes, reduce costs, mitigate risk, increase operational efficiency, and maximize the value of College expenditures through strategic sourcing, cooperative purchasing, supplier negotiations, and continuous improvement initiatives.
• Develop, coordinate, and administer competitive solicitations, including Requests for Bid (RFBs), Requests for Proposals (RFPs), Requests for Qualifications (RFQs), Requests for Information (RFIs), and other procurement methods.
• Evaluate procurement processes and recommend policy, procedural, and technology improvements that increase efficiency, reduce risk, and improve customer service.
• Lead all phases of procurements, including specification development, market research, supplier communications, solicitation issuance, bid/proposal evaluations, award recommendations, contract negotiations, and post-award administration.
• Conduct supplier research, market analysis, and spend analysis to identify alternative sources of supply, improve purchasing strategies, and achieve cost savings.
• Administer procurements involving construction, architectural/engineering services, professional consulting services, technology, equipment, and other specialized acquisitions.
• Review, negotiate, and administer contracts, agreements, master service agreements (MSAs), statements of work (SOWs), software licenses, change orders, and other contractual documents to protect the College’s legal, financial, and operational interests.
• Lead supplier negotiations to obtain the best overall value considering pricing, quality, delivery, warranty, service levels, contractual terms, risk allocation, past performance, and total cost of ownership.
• Develop and maintain productive supplier relationships while addressing contract performance concerns, delivery issues, pricing discrepancies, and other procurement-related matters.
• Review and process purchase orders and related procurement documentation to ensure compliance with College policies, contractual requirements, competitive bidding requirements, and applicable laws and regulations.
• Investigate and resolve discrepancies with suppliers related to pricing, availability, substitutions, delivery schedules, contract terms, and order fulfillment.
• Monitor supplier acknowledgments and performance to ensure timely delivery and compliance with purchase order requirements.
• Coordinate with Shipping and Receiving Services, College departments, and suppliers to resolve shipment discrepancies, returns, damaged or nonconforming materials, order cancellations, and replacement requests.
• Provide guidance and mentorship to Procurement Services staff regarding procurement processes, procedures, problem resolution, and customer service practices.
• Develop and deliver procurement training, including creating and maintaining instructions, for Procurement Services staff and College employees regarding procurement policies, procedures, contract administration, and purchasing systems.
• Maintain a high level of customer service and professionalism with College departments, suppliers, contractors, and other stakeholders.
• Provide strategic and operational support to the Director of Procurement Services and perform other related duties as assigned.

ADDITIONAL RESPONSIBILITIES

• Serve as the operational lead for Procurement Services in the absence of the Director, ensuring continuity of procurement operations, supplier relationships, and critical purchasing activities.
• Assist the Director in establishing procurement priorities, workload assignments, process improvements, and departmental goals.

Physical Standards and Special Job Features:

• Ability to lift and / or move objects up to 25 pounds with assistance and /or accommodations.
• Ability to work at a computer for extended periods of time.

Pay Transparency: Based on minimum education and experience qualifications the yearly salary range is $72,000 - $80,000. College Statement: This is not a complete itemization of all facets of this position. This job description is not an employment agreement or contract. The College has the exclusive right to alter this job description at any time without prior notice. EEO Statement:

Penn College is committed to equal opportunity and the diversity of its workforce.

 

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Job Code: L5208