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Director, Assistant, Purchasing and Contract Administration

Company: Guilford Technical Community College
Location: Jamestown
Posted on: January 6, 2022

Job Description:

The Assistant Director, Purchasing and Contract Administration is responsible for operations of the Shipping/Receiving, Mailroom/Courier Services and the Central Printing & Supplies. S/he manages a staff of approximately six people. S/he assists the Director in managing daily operations of the Purchasing Department, Contract Administration, and Lease Administration and is second command behind the Director. As such the Assistant Director assumes the leadership role in the absence of the Director. S/he researches and advises of changes in procurement procedures and programs; recommends and coordinates implementation of new procurement programs; maintains documentation of purchasing procedures; designs, conducts, and manages training for all GTCC personnel related to procurement and contract administration policies and procedures; and assists with general purchasing/business activities as assigned. S/he is responsible for the review, negotiation and management of contracts and leases; working with State and outside attorneys as needed.


Direct Operational Functions
Assist with supervision of the Purchasing Department staff consisting of one Buyer, one Purchasing Specialist, and two Purchasing Technicians. In the absence of the Director, the Assistant Director is responsible for the oversight of the Purchasing Department and Auxiliary Services.
Directly supervise the Auxiliary Services Staff which consist of one manager, three Shipping and Receiving Clerks and two Duplicating Technicians. Mail Services duties are shared by all staff within the department.
Direct Procurement and Contract Administration Functions
Recommend, and maintain GTCC Purchasing Policies and Procedures. Ensure GTCC policies and procedures are aligned with State and NC Community College System policies and procedures.
Ensure proper purchasing methods are followed in accordance with State and GTCC policies and procedures (e.g., formal bid, e-Quote, informal quotes, Professional Service Agreements, etc.).
Help supervise the posting of bids and addendum for bids within colleges delegation on electronic Interactive Purchasing System (IPS) and coordinate the awarding of competitive bids. This includes informal bids related to the operation and maintenance of facilities.
Coordinate the processing of bid packages above the colleges purchasing delegation through the NC Department of Administration Division of Purchase and Contract (P&C) and NC Office of Information Technology Services Statewide IT Procurement Office (SITP). Make recommendations related to awarding competitive bids.
Maintain thorough knowledge of, and ensure GTCC compliance with, policies and procedures related to mandatory and convenience State Term Contracts.
Research and provide advice on State of North Carolina requirements related to procurement and equipment inventory control; recommend changes to related college policies and procedures
Negotiate contractual terms and conditions with suppliers as necessary and monitor progress. Prepare recommendations for senior management when suppliers are unwilling to revise objectionable terms and conditions.
Responsible for the review of all contract and agreement terms and conditions prior to signature to ensure College compliance to NC Law.
Maintain vendor contract and agreement files (e.g., vendor terms and conditions, license agreements, advertising agreements, etc.).
Maintain lease contract files (e.g. building leases, cell phone towers, etc.)
Oversees College cell phone purchases and billings.
Coordinate the development of bid specifications and Statements of Work (SOW) with Senior Buyer, end users, and vendors.
Manage the utilization of the North Carolina e-Procurement (e-Pro) system and perform the E-P Lite functions as required as backup to the Senior Buyer.
Help manage the Procurement Card (P-Card) program and ensure monthly statement audits are performed to verify compliance with North Carolina and GTCC regulations, policies, and procedures. Monitor and approve P-Card profile changes to facilitate purchase outside normal use parameters.
Oversee the timely processing of furniture requisitions and coordination of large-scale furniture deliveries.
Oversee the process of coordinating State Quality Assurance (QA) inspections with the State QA Inspector to ensure timely acceptance of goods and payment to suppliers.
Manage service/maintenance contracts for the college.
Liaison between suppliers, manufacturers, relevant internal departments and customers.
Develop and maintain professional vendor relations.
Monitor, enhance, and analyze utilization of HUB vendors for the purpose of increasing participation where possible.
Serve as a procurement and contracting resource for all college faculty and staff.
Serve as a resource to Human Resources in overseeing the process of gathering information related to the classification of proposed vendors as independent contractors versus employees to ensure compliance with IRS rules. Oversee maintenance of Professional Service Agreement (PSA) files and records. Recommend policy changes as appropriate.
Oversight of Shipping/Receiving, Mailroom/Courier Services and Central Printing and Supplies
Oversees Shipping and Receiving functions to include receiving and delivery of all supplies, materials, furniture, equipment, parcels; inspects to ensure against damage during transit and files any resulting freight claims; maintains database on all shipments received into the colleges computer system, which includes closing out purchase orders and consulting with finance and/or purchasing to resolve discrepancies
Oversees printing and finishing services associated with the Duplicating Center that provides printing services for the college.
Oversees the colleges Mail Room and receipt and delivery from/to all campuses.
Assists in the creation and review of Auxiliary Services Annual Budget
Safeguards college assets by ensuring asset tagging of equipment and high theft items is completed timely and accurately; as well as assisting with the annual inventory audit
Operational Support and Administrative Functions
Assist Senior Management with the planning and up fitting of new or remodeled classrooms and office space on all campuses.
Help coordinate and prepare procurement-related reports to external agencies [e.g., HUB reports, Flexibility reports, miscellaneous other ad-hoc reports].
Audit purchases to ensure compliance with applicable GTCC and the State of North Carolina procurement regulations, policies, and procedures.
Help coordinate external audits of procurement activities and records.
Develop and conduct college-wide training related to areas of responsibility.
Maintain system for monitoring potential conflicts of interest related to procurement activities.
Direct p-card audits and follow up as necessary with card holders
Participate in various committees as assigned.
Coordinate special projects as assigned.
Demonstrate and model the Colleges employability skills: adaptability, communication, information processing, problem solving, responsibility and teamwork.

Difficult Challenges
Staff workload is difficult to manage due to timing of release of annual equipment funds.
Many rules and regulations and varying policies and procedures from different sources [e.g., NC Department of Administration Division of Purchase and Contract, NC Office of Information Technology Services Statewide IT Procurement Office, NC Community College System Office (NCCCS)].
Unrealistic expectations of end users regarding the processing time for procurements; particularly competitive bids and contract negotiations.
Getting end users to provide/prepare comprehensive and well-written bid specifications and/or Statements of Work (SOW).
Use it or lose it annual budget leads to hectic 3rd and 4th fiscal quarters.

Daily: Director, Purchasing & Contract Administration
Weekly: supplier sales representatives re bid packages, furniture orders, and other procurement issues
Weekly: GTCC end users and budget managers (deans, directors, department chairs) re specifications, scope-of-work, waivers of competition
Monthly: GTCC VPs and AVPs re purchases
Monthly: VPs re furniture requisitions and other procurement related issues
Quarterly: GTCCs Historically Underutilized Business (HUB) Advisory Committee
Quarterly: Suppliers and community leaders re HUB outreach events

Education Required
Associates Degree in Business Administration, or related field required.

Education Preferred
Bachelors Degree in Business Administration, or related field preferred.

Experience Required
Five years general office experience with an emphasis in procurement related functions and contract negotiations and administration, with a strong preference for NC community college experience.

Experience Preferred
Preferred: direct supervisory experience; and general accounting and facilities related experience.

KSA Required
Ability to prepare interpretive and analytical procurement-related reports.
Ability to prioritize and delegate effectively.
Ability to effectively recruit, train and mentor staff under his/her supervision.
Ability to effectively write and conduct timely performance appraisals.
Ability to interpret, apply and explain State and NCCCS purchasing regulations, policies, and procedures.
Ability to apply GTCC administrative policy as it applies to the areas of assignment.
Ability to maintain job effectiveness under stress.
Initiative and resourcefulness in solving problems and updating skills/knowledge.
Flexibility in supporting and instituting change to advance the Finance/Purchasing Departments technologically and organizationally.
Ability to summarize research/recommendations in a clear, concise manner, and ability to use appropriate grammar and vocabulary in reports and memos.
Ability to maintain a positive, assertive, self-confident, and professional demeanor.
Ability to use independent, mature judgment in responding to unusual situations, resolving conflict, and ability to identify situations and recommending solutions to be referred to supervisor.
Ability to monitor and follow up on the results of delegated assignments or projects.
Proficiency in the use of personal computersword processing, spreadsheets and Internet.
Capable of researching, assessing and recommending new technology to advance the Finance and Purchasing Offices in all areas.
Ability to maintain confidentiality.
Ability to maintain a clear record of all transactions and reports assigned in order to document a proper audit trail.
Capable of exhibiting highly ethical behavior commensurate with the requirements of this position.
Willingness to display a high level of commitment and dedication.

KSA Preferred

Department/Job Specific Requirements
Acceptable background check required.
Successfully complete all required federal, state, and college required training classes including but not limited to Emergency Action Plans, Anti-harassment and Personal Information Protection.
Successful applicant will be required to complete the North Carolina Contract Manager (NCCM) certification within two years of date of hire or as soon as practical given scheduling constraints and course availability with the North Carolina Department of Administration Division of Purchase and Contracts.

**All GTCC job descriptions reflect duties and responsibilities of the particular job and are subject to change with limited notice.

Physical Demands
Mostly sitting with some walking or standing.
Frequent use of computers.
Objects or loads carried that weigh 20 pounds or less.
Occasional travel as required.
Required to be flexible with regard to hours/days of work.
Rare (less than 15% exposure to hazardous chemicals, filth, fumes, adverse weather, or personal health and safety risks.

Posting Type

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Keywords: Guilford Technical Community College, High Point , Director, Assistant, Purchasing and Contract Administration, Accounting, Auditing , Jamestown, North Carolina

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