Associate Director, Procurement Operations

Overview

The Associate Director, Procurement Operations reports to the Executive Director, Facilities Budget, Procurement & Analysis (FBPA), who is a direct report to the Assistant Vice President, Facilities Finance and Administrative Services. The Associate Director leads a team of eight (8) and has 2 direct reports. Reporting to this role is the Manager, Materials Management, and the Contract Manager for Procurement. The Associate Director promotes a high degree of professionalism in source-to-pay procurement activities, minimizing risks to Facilities and the University while meeting procurement objectives ensuring compliance with policies and procedures, and maintaining the highest integrity in all contracting, purchasing, and payment activities. The Facilities Budget, Procurement and Analysis team (FBPA) team partners with key Facilities and University stakeholders – including the Finance & Treasury Procurement Services organization, the Office of General Counsel, and the Risk Management Department – to understand and align business strategy, market dynamics, and supplier capabilities in the execution of procurement strategies and stewardship of campus resources. The Associate Director also provides leadership in the areas of inventory/materials management, procurement, and procurement technology systems administration and reporting.

As a Facilities' subject matter expert and authority on both materials/inventory management and procurement-related processes, the Associate Director is responsible for driving continuous improvement and transformation efforts across all shared processes including expanded stockroom oversight and support to all Facilities Operations departments, purchasing and category management for Facilities, expanding eProcurement capabilities, supporting the University’s supplier diversity initiatives, establishing standard analytics and reporting packages, and driving efficiencies to support Facilities’ partners. The position also plays a leadership role in the development of effective and efficient procurement and spend management practices for all other purchases within Facilities.

FFAS is embedded within Facilities and is responsible for providing shared services to all Facilities partners as well as the broader University community.

Responsibilities

Procurement Operations and Inventory/Materials Management Function Oversight

• In partnership with the Executive Directors of FCFP and Facilities Budget Procurement & Analysis (FBPA) and the AVP of FFAS, provides leadership across Facilities departments on procurement best practices and seeks collaborative solutions to common challenges.
• Establishes a high-quality service-oriented approach to save Facilities partners time and effort with inventory/materials management and procurement needs.
• Build effective relationships internally with business partners; ensure robust communication between FBPA and its partners; maintain regular communication with the Facilities community on inventory/materials management and procurement issues both in writing and in person.
• Ensures the effective training and transfer of knowledge and capabilities to partners.
• Develops and implements metrics that measure the performance of the department against University goals and benchmark it in a meaningful way with peer institutions.
• Ensures that systems are highly usable for the Facilities’ community and are implemented in a way that supports efficiency and aligns with strategy. This position will lead the implementation of new eProcurement processes and systems, ensuring departmental efficiencies and process improvements.
• Establishes clear processes and tools for contract authoring and document retention.
• Streamlines the procurement process/lifecycle to ensure greater compliance, adoption, and faster cycle times; ensures that the Facilities’ community understands the process and can effectively utilize agreements established.
• Keeps abreast of industry/university best practices and trends in purchasing, payment, and related areas to initiate appropriate innovations including the use of templates, automated processes, and eProcurement systems; initiates and leads deployment of and compliance with standard processes, specifications, and best practices.
• Develops an analytically focused team and effectively uses spend management tools and data to inform strategies; uses data and analysis to communicate strategies to Facilities and campus partners and to identify and implement cost-saving opportunities.

Team Leadership & Development

• Manages, leads, and inspires the FBPA Materials Management & Procurement team of eight (8) with two (2) direct reports; responsibilities include but are not limited to: mentoring, goal setting and monitoring, honest and clear regular feedback (positive and corrective as needed), career development and coaching.
• Working with the Executive Director FBPA to develop business plans, goals, and objectives, to implement short- and long-term operational strategies.
• Ensures compliance with both University and Facilities policies.

Strategic Planning

• In partnership with the Executive Director, FBPA, provide leadership and strategic direction for operational category management and related services and with the establishment, communication, and implementation of associated business goals and cost-saving initiatives.
• Establishes and maintains collaborative relationships with strategic partners across campus (i.e., Finance & Treasury Procurement Services, Office of General Counsel, and the Risk Management Department), internal partners (i.e., Director, Procurement FCFP) and leads/participates in various University-wide groups and committees (i.e., Procurement Leadership Group).

This position has a significant level of purchasing and payment authority and is authorized to sign contracts up to $100,000 on behalf of the University. Unquestionable integrity and responsibility are required. This position is also responsible for compliance with internal and external policies and regulations and responds to audits and other compliance activities. This position requires a high degree of responsiveness.

Qualifications

Essential Qualifications:

• Bachelor’s degree in supply chain management, finance, operations, business, or relevant discipline.
• 7-10 years’ experience in procurement, contract administration, operation, or other relevant supply chain management or business position.
• Experienced leader fluent in multiple disciplines and comfortable leading a shared service team with multiple stakeholders.
• Experience procuring design, construction, and related services.
• Ability to articulate a clear vision for the organization and ability to execute on strategy to attain the vision.
• Ability to work collaboratively with a wide variety of stakeholders and customers.
• Ability to lead change in a consensus-driven environment across multiple stakeholder groups and to work through influence and persuasion.
• Success in the development and implementation of strategic initiatives.
• Superior analytical ability to quickly gather facts, perform root cause analysis and draw conclusions.
• Strong conceptual thinking skills with the ability to lead others through ambiguous and/or complex issues.
• Excellent oral, written, and interpersonal skills for interaction with diverse team members and stakeholders.
• Strong negotiation skills.
• Dedication to outstanding customer service.
• In-depth knowledge of sourcing and procurement principles/best practices and experience with modern sourcing and procurement systems.
• Extensive experience drafting contract language and/or procurement policies and procedures.
• Ability to manage multiple projects and competing priorities in a fast-paced environment.
• Ability to manage tasks concurrently and knowledge of business requirement and project management principles and methodologies.
• Strong commitment to diversity and inclusion and a track record of creating a diverse, inclusive and welcoming environment.
• Strong commitment to maintaining the highest levels of integrity.
• Proficiency with Microsoft Office tools (Excel, Word, PowerPoint).

Preferred Qualifications

• CPM or CPSM certification.
• Experience with eProcurement tools.
• Experience with different types of construction contracts (GMP, Fixed Fee, Time & Materials, Architect, Lump Sum).
• Demonstrated experience establishing and maintaining operating policies in a large and diverse organization.

 

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS

Standard Weekly Hours36.25Eligible for OvertimeNoBenefits EligibleYesProbationary Period180 daysEssential Services Personnel (see policy for detail)YesPhysical Capacity Exam RequiredNoValid Driver’s License RequiredNo Experience LevelDirector#LI-SB1

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