Director, University Procurement Operations

2 weeks ago

Philadelphia PA United States University of Pennsylvania Full time
Director, University Procurement Operations

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title
Director, University Procurement Operations

Job Profile Title
Information Technology Technical Director

Job Description Summary
The Director of University Procurement Operations will work closely with the Chief Procurement Officer, functional owners, and the Penn buying community to establish procurement controls model to mitigate risk, support best buying practices, and ensure policy compliance.

In this role, the Director will oversee procurement reporting and business intelligence, while leading the development of a sophisticated dashboard for the University buying community.

The Director will also play a key role in enhancing procurement effectiveness, including the development and implementation of updated procurement training programs, and shared oversight of the departmental website.

This role is responsible for supplier selection, contract negotiations, vendor management, and requisition to purchase order review and approval.

Responsible for establishing, managing, and improving all aspects of sourcing and supply management strategies.

Directs the planning, research, evaluation and integration of information systems activities, including networking, systems development and integration, systems analysis, programming, and computer and ancillary operations.

Plans and oversees the research, evaluation and integration of new technology, systems development methodologies, data administration, capacity planning, performance and technical support.

Oversees projects, day-to-day operations and activities; sets policies and procedures, technical standards and methods, and priorities.

Participants in or leads strategic planning efforts. Reports to management on information systems plans, projects, performance and related matters. Keeps up to date on current trends and innovations.

In the Division of Finance, we recognize diversity and inclusion is paramount to a positive and thriving work environment; it is a business imperative. We are committed to actively fostering diversity, inclusion and cultural competency throughout our operational efforts in the Division of Finance. This role will be critical in supporting those efforts and demonstrating behaviors and competencies that reflect Penn's values.

We take pride in the myriad ways that diversity enriches our curriculum, and the cultural and social life of our campus. Penn's commitment to achieving eminence through diversity is ultimately a commitment to creating a more vibrant university so that our graduates will be both stimulated and empowered to shape a better world.

Job Description

Job Responsibilities
  • Establish and oversee a multi-faceted procurement controls model.
  • Identifies opportunities for process improvement and leads initiatives to streamline operations and enhance overall efficiency.
  • Drives operational excellence through effective collaboration with teams across multiple functional departments and University functions.
  • Analyzes data utilizing various tools and programs to conduct trend analysis, derive actionable insights, and support data-driven decision-making processes.
  • Lead and/or support the development and delivery of ongoing training deliverables.
  • Consistently applies improvement methodology coupled with change management strategies to projects in an effort to design new systems and processes well while re-engineering existing processes and systems to improve operations.
  • Work closely with stakeholders from various departments to gather requirements, assess needs, and define process improvement objectives.
  • Develop and implement strategies to streamline and optimize business processes focusing on enhancing efficiency, reducing costs, and improving data accuracy.
  • Oversee the departmental reporting and business intelligence function; develop rich dashboard for interactive University use.
  • Utilize data analysis and performance metrics to measure the effectiveness of process optimization efforts and identify further opportunities for improvement.
  • Collaborate on change management efforts to ensure successful transition to new processes and systems.
  • Develop and maintain documentation of optimized processes, including standard operating procedures (SOPs), process maps, key performance indicators (KPI) and user guides to drive operational excellence.
  • Co-lead the oversight of the departmental website and future redesign(s).
  • Support assessment of University purchasing model and efforts to re-shape that model.
  • Responsible for directing day-to-day project operations and for leading project staff through daily activities that align with outlined project delivery methodology.
  • Serve as a hands-on project leader to fully understand the functional and technical decisions and impact on the project and on-going support of project deliverables.
  • Determine, manage and facilitate decisions, risks, and issues with the PMO and escalate project owners and sponsors as necessary
  • Serve as Program Manager for one or more complex projects/programs, with responsibility for planning, coordination, implementation, and budget for assigned projects; incorporate appropriate project management practices, including needs analyses, and utilize appropriate measurement tools for the effective delivery of project deliverables.
  • Continually confirms roadmap aligns with project priorities and business case
  • Lead and direct the strategic planning, evaluation, and integration of future student system projects and related on-going activities. Oversight and influence includes business and systems analysis, development, integration, and other related system lifecycle activities. Additionally responsible for research, evaluation, and implementation of new technology, capacity planning, and performance and technical support
  • Direct the on-going process to identify and implement processes, tools, and methodologies to ensure consistent and reliable service delivery. Ensure services are implemented to meet the business requirements of the Division and Schools and Centers
  • Other duties and responsibilities as assigned

Qualifications
  • Bachelor's degree and a minimum of 5 to 7 years experience are required; Master of Science and 7 to 10 years of experience preferred or equivalent combination of education and experience.
  • Excellent verbal and written communication skills, including the ability to clearly articulate complex concepts and influence stakeholders at all levels of the organization including clients and vendors.
  • Detail-oriented mindset with a focus on continuous improvement and achieving results.
  • Strong analytical skills and the ability to think strategically, with proficiency in various business intelligence tools and reporting programs.
  • Proven track record of success in managing cross-functional projects and driving operational improvements.
  • Strong time management and organizational skills.
  • Proven management/leadership skills.
  • Excellent negotiating skills.
  • Ability to create and complete comprehensive, accurate and constructive reporting and analysis.
  • Demonstrated knowledge of project budgeting and fiscal management.
  • Strong financial, analytical, and modeling skills. Experience with the University of Pennsylvania financial systems preferred.
  • Advanced user skills with Excel and other Microsoft programs and computer systems.
  • Able to handle multiple tasks simultaneously. Demonstrated organizational and prioritization skills, along with the ability to work within tight and often conflicting deadlines.
  • Must be flexible, show effective judgement, discretion and have the ability to handle confidential financial matters.
  • Work effectively in a highly matrixed and decentralized environment with the ability to navigate through ambiguity and demonstrate appreciation and support for diversity, inclusion and belonging in a constantly evolving academic/higher education environment.

Job Location - City, State
Philadelphia, Pennsylvania

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