Purchasing Manager

2 weeks ago

Purchase, United States Manhattanville University Full time

**Job Title**:Purchasing Manager

**Department**:Finance

**Reports to**:Vice President of Finance

**Effective Date**:6/1/24

**# of Direct Reports**:0

**# of People Supported**:1

The Purchasing Manager will plan, direct, and manage a wide variety of procurement and administrative activities related to the purchasing and contracting of materials, equipment, and services on a competitive basis for the University.

**Supervisory Responsibilities**:

- None.

**Duties/Responsibilities**:

- Manage the Manhattanville University American Express Corporate Business Credit Card Program to include:

- Processing new cards requested and ensuring proper approvals are submitted;
- Issuing new cards to users;
- Submitting Credit Card Holder Responsibility Forms once completed (by the user) and Credit Limit Authorization Forms once completed (by the area Vice President) to Human Resources for employees’ personnel files;
- Updating spending limits when requested; and
- Removing cardholders when they resign/are terminated or when they switch positions;
- Maintaining a Master List of cardholders that is shared with Human Resources and Accounts Payable.
- Reconcile the Amex statements monthly for submittal to Accounts Payable.
- Correspond with insurance broker to add new vehicles requiring insurance and vehicles that are no longer on the campus to remove insurance.
- Distribute renewed Auto Insurance cards to Administrators every July 1st.
- Report to the University insurance broker and Finance leadership all Campus incidents where accidents have occurred except W/C. Liaise with the Broker for each case.
- Report the status of claims to Human Resources and General Counsel for those cases that remain open and are under litigation.
- Continuously monitor the Certificates of Liability Insurance for all vendors performing on-site services via purchase orders/and or contracts committed by the Purchasing Department or Operations. Prepare mailings to all vendors with expiring insurance to update their coverage to the University on a monthly basis.
- Manage the Intranet site for the Purchasing Department that includes: all Purchasing Procedures, Policies, and Contracts Manual along with Guidelines for Expenditures.
- Develop purchasing standards for various routine purchases.
- Manage the University's online office supplier contract. Notify end users when their budgets fall below allotted expenditures. Add/delete new users to allow for online ordering authorization. Add new budget allocations every new fiscal year.
- Manage the University’s water cooler vendor, review monthly invoices for accuracy, and submit them for payment. Conduct annual inventory of campus-wide rented coolers. Report any cooler damages/replacements on campus to the vendor.
- Provide purchasing guidance and leadership to University staff, administrative, and faculty employees (end users).
- Perform all aspects of the Purchasing Department requirements including:

- Source vendors and meet with new prospective vendors;
- Utilize the University credit card for faculty and staff purchases with vendors not accepting purchase orders/online ordering; and
- Commit purchase orders to external vendors for materials and/or services via the Manhattanville University purchasing policies and practices to external vendors referenced on purchase order requisitions via single source, sole source, bids - verbal, informal written, formal written - to afford savings to the University.
- Assure that selected vendors are providing their best ability, best availability, best lead time, and best pricing relative to the materials and/or services being purchased.
- Notify end users and the Budget team when there are insufficient funds for their purchases so they may process a budget transfer.
- Prepare purchasing reports, e.g., savings, documentation of purchases, and any other analyses required.
- Conduct and/or oversee RFP processes and contract negotiation for services and products, ensuring the highest level of business ethics.
- Research and complete all leases, contracts, agreements, addendums, and amendments committed via the Purchasing Department, via, e.g., new purchases expensed via leases.
- Monitor all leases, contracts, and agreements negotiated and/or tracked by the Purchasing Department for the Manhattanville University end users relative to amendments, expirations, renewals, upgrades, clarifications, invoicing, new leases, contracts, and agreements. Create a system that can be shared to track/monitor such leases, contracts, and/or agreements.
- Notify Accounts Payable if terms of payment for vendors are other than N60-N90 to allow for vendor profiles to be updated.
- Work closely with the Accounts Payable Department, staff, and faculty to reconcile invoices against any purchase orders and not against purchase orders.
- Assist staff and faculty with return authorizations of purchases.
- Work with outside vendors to submit credits for taxes paid and authorized ret

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