Associate Director - Procurement Services at City Colleges of Chicago in Chicago, IL

PRIMARY OBJECTIVE

Reporting to the Associate Vice Chancellor of Business and Procurement Services, the Associate Director of Procurement Services functions as second in charge of the work unit, implementing processes and procedures for the procurement of goods and services in compliance with procurement policies and guidelines defined by the Board of Trustees and State laws and regulations. The Associate Director of Procurement Services works collaboratively with the District Director in managing and coordinating all aspects of the Office of Procurement, including the supervision of staff responsible for executing procurement activities; the monitoring of procurement contracts for performance; and the administration of the M/WBE program. Performs related duties as required.

ESSENTIAL DUTIES

• Interprets procurement policies and procedures and advises college administrators on the procurement process, including the most appropriate method of procurement for the acquisition of desired goods and services (e.g. request for quotation, formal competitive bidding, single/sole source).
• Provides guidance to staff and client departments in preparing procurement documents including scope of services and/or specifications, required bid documents including invitations to bid, request for proposals (RFPs), request for qualifications (RFQs), and related contract documents for commodities, supplies and equipment.
• Participates in the review and analysis of bids and quotes, and the selection of qualified bidders. As part of bid process, establishes blanket purchase agreements with vendors setting dollar limits and length of contract limitations.
• Participates and may lead Evaluation Committees for the review of RFPs/RFQs, the interviewing and selection of vendors (contractors, consultants, service providers) and the negotiation of pricing and other contract terms.
• Serves as a point of contact for vendors during the bid and RFP/RFQ process. Responds to questions from vendors concerning proposals, bids and procurement guidelines. Conducts debriefing meetings with vendors upon completion of the bid/RFP/RFQ process.
• In coordination with the District Director, works closely with Legal and Risk Management departments in the review, processing and approval of RFP’s and RFQ’s, contracts, and contract renewals.
• Authorized to provide signatory approval of contract documents.
• Supervises staff of Contract Administrators, Senior Buyers and Buyers responsible for the full ranges of procurement activities including preparing bid/proposal documents, coordinating advertising and soliciting bids/proposals, evaluating packages, and preparing contract documents for Board review and approval.
• Directs procurement staff responsible for monitoring contracts for performance and administering the M/WBE program.
• Oversees the processing or purchase orders via the Oracle Purchasing module, ensuring cost centers and associated budgets are created. Monitors review of departmental purchase requisitions and determines if existing open contracts or district wide term agreements can meet purchasing needs.
• Develops new sources of goods and services, interviewing vendors and securing samples, descriptions and other information; secures favorable terms for the District.
• Oversees the maintenance of various records including contracts and vendor databases. Monitors contracts scheduled for renewal and recommends contract extensions, re-bidding or other actions.
• Prepares various management reports relating to procurement activities and costs.

REPORTING RELATIONSHIPS

Reports To Associate Vice Chancellor – Business and Procurement Services

Direct Supervision Contract Administrator, Senior Buyer, Buyer

Qualifications

• A Bachelor’s degree from an accredited college or university with ten years of work experience in purchasing and/or contract administration
• Three years of supervisory experience
• Certification by a recognized professional organization such as Certified Professional in Supply Management (CPSM), Certified Purchasing Manager (CPM) or Certified Public Purchasing Officer (CPPO), is preferred but not required
• Experience in public sector/government purchasing strongly preferred
• Knowledge of procurement sections of the Illinois Public Community College Act
• Proficient in the use of Microsoft Office (Word, Excel, PowerPoint)