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Position Title:

Procurement Director

Job Category:

Limited

Employment Type:

Terminal (Fixed Term)

Job Profile:

Procurement Director (Inst)

Job Duties:

1. Position Summary Statement

The Procurement Director is responsible for directing and managing all procurement functions for the University. This position holds delegated procurement authority from the Wisconsin Department of Administration (DOA) and the University of Wisconsin System Administration (UWSA). Additional responsibilities include administering institutional purchasing programs and managing the day-to-day operations of the procurement team. The Procurement Director reports to the Controller.

This position represents the University of Wisconsin-La Crosse (University) to the Wisconsin DOA, University of Wisconsin System Administration (UWSA), and vendors for procurement matters. The Procurement Director develops procedures related to competitive solicitations, negotiations, and other procurement activities and is responsible for evaluating and implementing operational changes to improve the effectiveness of the procurement function.

The Procurement Director will need to develop knowledge of DOA policies and procedures, Wisconsin state statutes, the Wisconsin Administrative Code (WAC), the Uniform Commercial Code (UCC), and federal regulations related to procurement. This position will also need to develop a strong understanding of policies and procedures established by the UW System Board of Regents, UWSA, and the University. This position will also need to develop a strong understanding of policies and procedures established by the UW System Board of Regents, UWSA, and the University. Work is performed under general supervision, but it is expected that the Procurement Director will progress to independent work after gaining experience in the role.

2. Essential Job Functions and Responsibilities

70% - Procurement Activities

• Provide leadership and oversight for all procurement activities of the University to ensure purchasing and printing conform with policies and procedures established by DOA, UWSA, and the University, as well as Wisconsin state statutes, the WAC, and the UCC.

• Maintain procurement authority delegation from DOA and UWSA.

• Provide oversight of procurement sub-delegation to Facilities Management.

• Serve as the liaison between the University, DOA, UWSA, and the vendor community on procurement matters.

• Participate in UW System procurement conferences and meetings.

• Develop university procedures in accordance with state procurement policies related to competitive solicitations, negotiations, and other purchasing activities.

• Evaluate procurement processes for efficiency and implement new procedures as required.

• Authorize purchase requisitions and supervise the preparation and issuance of purchase orders.

• Review and approve contracts, purchase orders, and other procurement documents.

• Oversee the procurement of university printing services.

• Serve as the campus purchasing and sourcing expert, and communicate policies, procedures, and processes to campus stakeholders.

• Develop, maintain, and update procedures for the accountability of campus procurement programs.

• Perform budget verification for the purchase of products and services.

• Prepare cost-benefit analyses (CBAs) for complex procurement requests.

• Develop and maintain strong vendor relationships to enhance contract compliance, vendor responsiveness, fair and equitable pricing, and amicable dispute resolution.

• Initiate and manage requests for information (RFIs), simplified bids, official sealed bids, requests for bids (RFBs), requests for purchasing authority (RPAs), procurement plans, and requests for proposal (RFPs).

• Submit procurement documents to the Wisconsin Bureau of Procurement VendorNet System.

• Complete waivers of competitive bid and manage the non-competitive negotiation process.

• Ensure procurement plans are in place for university contractual services and agreements that will be expiring within the next fiscal year

• Ensure completion of university maintenance agreement renewals before the agreements expire.

• Provide adequate training, development, and supervision of individuals with delegated purchasing authority.

• Develop and implement processes for non-compliant procurement transaction activity.

• Provide campus oversight and direction for the procurement system.

15% - University Resource

• Communicate updates to processes related to procurement to the campus community, including the maintenance of web pages and publications.

• Develop and conduct workshops and training for campus departments to communicate purchasing processes and ensure compliance with policies.

• Assist and advise in areas requiring special procurement procedures and statutory requirements such as licensed or restricted commodities, priorities, sealed-bid transactions, and RFPs.

• Advise faculty, staff, and committees on interpreting and applying state statutes and procurement policies, product availability, and appropriateness.

• Engage in planning with campus departments to purchase required goods and services.

5% - Reporting

• Prepare reports to satisfy federal, state, UWSA, and University requirements.

• Develop financial and special ad-hoc reports for management, campus stakeholders, UWSA, and others as requested.

• Maintain proper and sufficient records of transactions, as defined in DOA policies and procedures

• Promote, monitor, and report on the Minority Business Enterprise program working towards meeting the minority business program goals.

5% - Staff Supervision

• Hire, train, supervise, and evaluate procurement staff.

• Assign and monitor workload for quality and timeliness of completion and implement changes as needed.

• Maintain and improve business processes, procedures, and policies that enable the optimal performance of procurement staff to provide outstanding customer service.

• Prepare and set standards for performance expectations. Monitor employee progress and provide mentoring, training, and performance feedback.

• Address and resolve staff conflicts to maintain a professional environment.

• Administer corrective discipline where applicable to ensure work rules are met.

• Establish work schedules, including the approval of leave requests.

• Plan and evaluate department activities by holding regular staff meetings to keep staff up-to-date on relevant information.

3. Additional duties and responsibilities. Responsibilities/important duties performed in addition to the essential duties of the position.

5% - Assist the Controller

• Identify automation opportunities to provide efficient, accurate, and cost-effective business processes for the university.

• Assist the Controller with preparing campus financial reports required by UWSA for inclusion in the University of Wisconsin Annual Financial Report.

• Assist in developing the institutional internal control plan.

• Represent the university in audits conducted by UWSA, the Legislative Audit Bureau (LAB), or other external agencies.

• Support internal and external audits, including implementing recommendations related to procurement.

• Complete special projects and other duties as assigned by the Controller.

3. Physical Demands (walking, lifting, equipment operations, etc.)

• Ability to sit for extended periods.

4. Working conditions and environment (i.e., necessary travel, evenings, and weekends to meet the needs of the department).

• Minimal travel needed will include attendance at UW System Procurement meetings and professional development opportunities that may require an overnight stay.

• Ability to work extended hours as needed.

Key Job Responsibilities:

• Directs strategic planning initiatives, identifies strategic sourcing opportunities, and establishes unit objectives to ensure appropriate use of financial, administrative, and staffing resources and alignment with the strategic plan

• Develops, implements and monitors procurement programs to ensure alignment with strategic initiatives and institutional objectives

• Oversees and directs coordination of institution level procurement actions with statewide contracting initiatives to ensure timely and cost effective supplies of materials and services

• Leads development and strategic direction of supplier and contract management systems, sourcing tools, and procurement automation systems to meet the needs of institution and unit level purchasers

• Exercises supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 full-time equivalent (FTE) employees

• Directs the negotiation, prioritization, and logistics of large scale procurement efforts across multiple functional areas

• Serves as the unit liaison to internal and external stakeholder groups presenting organizational information, business cases, disseminating status updates, and representing the interests of the unit

• Develops and monitors budget

Department:

Business Services

Compensation:

Required Qualifications:

• A bachelor’s degree from an accredited institution or equivalent experience.

• Five years of experience with increasing responsibility in business operations, including accounting, finance, procurement, contracting, or a related area.

• Ability to communicate professionally and effectively in written and oral forms.

• Ability to effectively use the Microsoft Office suite.

• Ability to prioritize tasks and manage time effectively.

• Ability to handle time-sensitive and confidential information.

• Excellent organizational skills.

• Demonstrated ability to provide exceptional customer service.

• Ability to interact respectfully with people from diverse socioeconomic cultural and ethnic backgrounds.

• Ability to interact effectively with students, faculty, and staff, and work with the supervising staff at all levels to maintain an effective team.

Preferred Qualifications:

• Three years of experience in procurement, including solicitation and bidding, vendor contracting, and supply management and analysis.

• Knowledge of and ability to interpret state and university purchasing rules, regulations, and procedures, including a thorough understanding of State of Wisconsin procurement guidelines and Chapter 16 and Chapter 36 requirements.

• Previous supervisory experience.

• Previous experience in higher education.

Education:

How to Apply:

Please provide Cover letter and resume

Contact Information:

Mark Haakenson mhaakenson@uwlax.edu

Special Notes:

Application deadlines
TO ENSURE CONSIDERATION: Priority consideration is given to those candidates who apply by the listed ‘First Review Date ’. Applications received after that date may be considered at the discretion of the search committee. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Confidentiality of Applicant Materials
UWL is a state agency and subject to Wisconsin’s Open Records Law. UWL will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin’s Open Records law. In certain circumstances, the identities of “final candidates” and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.