Assistant Director of Procurement Services

Assistant Director of Procurement Services Full-time Administrator (Level 16) Salary Range: $66,000 - $75,000 (salary is commensurate with experience} Reports to: Director of Grants and Procurement Services FLSA Status: Exempt This position is open until filled. Review of applications will take place after Sunday, November 30, 2025. *This position has been approved for a flexible work option arrangement. Flexible work options can be ended at any time by the College, Cabinet, and/or supervisors based on employee performance and/or as institutional needs change. **This position has college-wide responsibilities and requires travel between all campuses and off-site locations. Location will mainly be at the Blue Bell campus.  ***This position requires a credit history check.  Basic Purpose: The Assistant Director is responsible for overseeing the College’s purchasing, contract compliance, business services, and auxiliary services, including childcare, the fitness center, cafés, and vending operations. This role ensures efficient operations, cost-effective procurement, and adherence to applicable regulations and institutional policies. Additionally, this role manages the College’s contract portfolio—overseeing the negotiation, execution, and monitoring of agreements to ensure compliance with legal, financial, and institutional requirements. The Assistant Director collaborates with internal departments and external vendors to deliver high-quality, customer-focused services. Strong leadership, attention to detail, and expertise in procurement, contract management, and operational oversight are essential for success in this position. ESSENTIAL DUTIES AND RESPONSIBILITIES: Procurement & Contract Management: Manage daily procurement activities, including competitive bidding, vendor selection, and ensuring compliance with federal, state, and institutional regulations. Administer the full cycle of competitive public bids and RFPs in accordance with College policies and legal requirements including drafting and issuing RFPs and bids and coordinating evaluations and contract awards; attend pre-bid meetings as needed. Review and analyze bid results, ensure technical compliance, and recommend vendor awards. Drafts comprehensive background papers and supporting documentation for Director review. Collaborate with facilities and other stakeholders to align construction procurement with project timelines and regulatory requirements. Ensure compliance with procurement policies, procedures, and applicable federal, state, and local laws and regulations, PA Department of Labor wage guidelines, as well as institutional policies. Manage the full lifecycle of contracts, including drafting, negotiation, execution, and compliance monitoring to ensure legal, financial, and institutional requirements are met. Track renewal dates for continued compliance. Prepare procurement summaries, data reporting, compliance reports, and supporting materials for the Director, Leadership, and Board of Trustees. Assess procurement processes and recommend improvements to increase efficiency and ensure compliance. Oversee procurement systems (e.g., Ellucian Colleague), Right to Know requests, and fixed asset disposal. Maintain the master contract list to ensure services are performed and billed in accordance with contract terms; monitor timely renewals. Ensure Buyers are informed of allowable purchases and grant timelines; assign Buyer(s) to manage grant procurement, as applicable. Monitor grant-related procurement to ensure compliance with sponsor guidelines, 2 CFR 200, and institutional policies. Auxiliary Services Management: Serve as the primary contact for daily operations and issue resolution related to childcare, fitness center, cafés, and vending services. Collaborate with internal departments and third-party vendors to troubleshoot problems, coordinate solutions, and support smooth service delivery. Serve as the point of contact for all auxiliary-related expenses. Monitor vendor performance to ensure compliance with contract terms, licensing requirements, safety standards, and service quality. Address and report vendor performance issues and coordinate corrective actions as necessary. Collect and assess customer feedback to drive service improvements. Ensure all auxiliary service contracts comply with legal, regulatory, and institutional requirements. Track deliverables, timelines, and renewals to maintain service continuity and contract compliance. Additional Duties: Lead compliance efforts in asset management and other assigned areas. Recommend and implement process improvements to streamline operations and reporting. Represent the department in institutional meetings and support operations in the Director’s absence. Perform other duties as assigned. ESSENTIAL KNOWLEDGE & SKILLS: 1. Education/Training/Work Experience: Bachelor’s degree required; master’s degree preferred. Minimum of 4 years of progressively responsible experience in procurement, purchasing, contract management, business services, or oversight of third-party auxiliary services, preferably within higher education or a similar public or nonprofit organization. Demonstrated experience with competitive bidding, RFP development, vendor selection, contract negotiation, and contract administration. Knowledge of public procurement practices and regulatory environments, including compliance with federal, state, and local procurement laws. Experience monitoring vendor performance and ensuring compliance with contract terms and service standards. Experience using enterprise procurement or financial systems (e.g., Ellucian Colleague or similar ERP software) is preferred. Prior supervisory or team leadership experience, including staff training and development is preferred. Strong collaboration skills with the ability to work effectively with internal departments, external vendors, and diverse stakeholders. 2. Specialized Knowledge & Skills: Strong understanding of procurement and contract compliance processes, particularly in a public or nonprofit institutional setting. Strong verbal and written communication skills with the ability to work collaboratively in a deadline-driven environment. Excellent analytical, organizational, and problem-solving abilities. Ability to manage multiple priorities and projects effectively. High attention to detail, with a strong commitment to accuracy, compliance, and ethical standards. Sensitivity to cultural diversity and the ability to interact effectively with diverse populations. Proficiency in Microsoft Office Suite.