Position Summary: Under the leadership of the Executive Director, the Deputy Executive Director, Facilities Procurement Strategy will anticipate and support the Executive Director on the development and implementation of a comprehensive procurement strategy for this portfolio. The Deputy Executive Director is an operational savant and will ensure all procurements both active and forthcoming are anticipated, strategically developed, and executed in an efficient manner that obtains the best value for New York City Public Schools (NYCPS) and students.
The Deputy Executive Director works cross-functionally with the Division of School Facilities to structure a procurement strategy for the portfolio that ensures all legal compliance, including laws regarding asbestos testing, removal, and abatement, AHERA compliance, environmental health and safety, compliance with building codes and safety standards, and all local laws. The Deputy Executive Director will proactively develop and manage the procurement portfolio strategy and ensure regulatory compliance to uphold NYCPS system's commitment to providing a secure, clean, and nurturing learning environment. The incumbent will have a deep understanding of their respective client offices and schools' entire portfolio and needs. The position will proactively work together with clients to review all contracts for goods and services periodically to advise on opportunities to rebid or resolicit contracts to obtain the best value for the NYCPS and to maximize awards and subcontracting to Minority/Women Owned Business Enterprises (M/WBEs). The incumbent will be responsible for interpreting policy, planning, directing, and evaluating the procurement needs for critical initiatives in NYCPS' compliance with regulations from the New York State's Department of Health, the City's Department of Health and Human Services, the City's Department of Buildings, the federal Occupational Safety and Health Administration (OSHA), and other relevant federal state, and local agencies.
This role will support the Executive Director in working closely with the Deputy Chief Procurement Officers (DCPOs) of Procurement Strategy & Policy and of Operations to ensure their portfolio's strategy and implementation align with the overall strategic vision of the Chief Procurement Officer (CPO), the Chief Diversity Officer (CDO), the Chief Operating Officer / Deputy Chancellor of Operations, the Citywide Business Diversity Officer (CBDO), and the Mayor. The Deputy Executive Director will work closely with the DCPO of Operations and the Senior Director of Procurement Operations to maximize efficiency in operationalizing the procurement strategy for the portfolio.
The Deputy Executive Director will manage the staffing strategy and advocacy for their team of about 15-20 staff of procurement analysts and coordinators, and directors, working closely with the Senior Director of Administrative Operations to identify career trajectories and opportunities for growth and development. They will directly manage the directors to maintain visibility into every procurement within the portfolio and the recommended pathway for successive contracts, as well as to ensure accountability for reduced cycle time. This is a large-scale procurement operation involving the acquisition of goods and services that enable children to learn and schools to function, and that constitutes over 300 contracts annually with a budget of $2 Billion. Performs related work.
Reports to: Executive Director, Operations Procurement Strategy
Direct Reports: Director of Transportation, Facilities and Food and Director Facilities Procurement.
Key Relationships: All levels of DCP staff, including the Chief and Deputy Chief Procurement Officers; NYCPS Office of General Counsel, Office of Supplier Diversity; New York City Comptroller's Office, New York City Law Department, New York City Office of Management and Budget, New York City Department of Citywide Administrative Services (DCAS), Mayor's Office of Contract Services, New York State Office of General Services (OGS), various NYCPS Central Offices, Superintendents' Offices, Division of School Leadership, NYC Public/Non-Public Schools, vendors, and others as assigned.
Responsibilities - Drives excellence in procurement service to students and schools by anticipating and supporting the Executive Director in the thoughtful and strategic management of the procurement portfolio to maximize outcomes.
- Develops a feedback loop with the client offices and schools, as well as DCP's Procurement Operations team, to ensure successful and optimized implementation of the procurement process.
- Works closely with and anticipates the needs of their client offices and schools. The primary client office is Division of School Facilities (DSF), but other related clients include Space Management and the Office of Emergency Planning & Response (EPR).
- Works closely with the Chief and Deputy Chief of School Operations to create and drive a procurement vision for facilities, specifically around environmental health and safety and compliance with building codes and local laws.
- Serves as lead staffing strategist and advocate for the team, working closely with the Senior Director of Administrative Operations to create career trajectories and growth opportunities for staff.
- Supports the Executive Director in the management of all team members, providing or arranging for professional development and acting as the team lead on disciplinary and other staffing issues.
- Directly manages the team as they track all procurements and work with the directors and their teams to develop a strategy for each active contract and upcoming solicitation.
- Maintains a deep understanding of their client offices and schools' procurement portfolios and their needs from their vendors to successfully implement initiatives and required work.
- Manages the project managers as they create and implement procedures to systematically review active contracts to determine recommendations for rebids or new procurements, limiting unnecessary renewals and extensions to maximize M/WBE participation and obtain the best discounts and value for NYCPS.
- Works with the Senior Director, Data & Systems to collect data and develop reports to drive outcomes - both for the portfolio's procurement strategic vision as well as accountability for team members.
- Guides and supports team members to provide best-in-class customer service to client offices and schools, providing professional development were warranted and/or requested. Supports the Executive Director in identifying where personal intervention may be required to maintain a healthy relationship with a client.
- Oversees procurement project managers in scheduling procurement training and developing content for program offices, Superintendents' offices, school principals, assistant principals, school business managers, and purchasing secretaries.
- Works with the procurement team, data & systems team, and program office leadership, specifically for DSF, to review legacy / decades-long contracts and find creative solutions to introduce diversity of vendors into the industries.
- Engages with cross-functional teams to integrate Environmental Health and Safety considerations into business operations, facility design, and process improvements.
- Serves as a liaison with regulatory agencies, industry groups, and community stakeholders on Environmental Health and Safety related matters.
- Constantly reevaluates processes and procedures, developing recommendations and briefing materials for senior leadership on reducing cycle time and adjusting best practices and process improvements.
- Operationalizes the strategy for large-scale procurements involving the acquisition of goods and services, which constitutes over 300 contracts annually for this portfolio.
- Establishes procedures for administration of contract and procurement activities, such as solicitation, awarding and processing of bids and contracts, and effecting contract changes and modifications and ensures compliance from team members.
- Maintains primary responsibility for liaising with cost price analysis, vendor investigation, OSI/SCI, and compliance teams to obtain corrective action where the contractor has failed to provide contracted goods or services or is deficient in honoring terms of contractual agreement.
- Oversees the coordination, planning and implementation of contract and procurement activities from pre-solicitation to award and registration, including drafting and/or reviewing Request for Bids, Request for Proposal, and other sourcing methods, conducting responsibility/responsiveness determinations, performance evaluations, and managing other procurement-related documents.
- Supports the Executive Director in the management of procurement staff as they engage in activities involving major procurement and contracting functions, specifications for services, and negotiations of prices, terms and conditions with vendors, contractors, and suppliers.
- Advises staff on procurement operations matters, including requirements by laws, City administrative requirements, and Comptroller's Office policies and procedures regarding purchasing/contracting operations; disseminates alerts and updates as to developments in procurement-related law; recommends and oversees training for procurement staff and develops training guides.
- Implements best practices for increasing contracting opportunities for Women and Minority owned Business Enterprises (M/WBE).
- Ensure monitoring, tracking, and reporting as well as preparation of briefings for senior leadership.
- Serves as a subject matter expert regarding contract management training.
- Ensure that timelines are met for deliverables.
Qualifications Requirements: Minimum A baccalaureate degree from an accredited college and four (4) years of full-time satisfactory professional experience in purchasing, procurement, contract administration or a related field, at least eighteen months of which must have been in an administrative, managerial or executive capacity or supervising professional personnel performing duties in one or more of the above fields; or A combination of education and/or experience equivalent to "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in "1" above. Note : Possession of an acceptable professional procurement certification may be substituted for up to one (1) year of the experience described in
"1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in
"1" above.
Preferred - Certified Purchasing Manager (CPM) lifetime certification.
- NIGP Certified Public Purchasing Buyer (CPPB) certification.
- Negotiation skills.
- 5+ years of prior leadership experience in a large educational setting.
- Familiarity with NYCPS specific systems including FAMIS, COGNOS, CTS & CPS.
- Attentive to detail and ability to manage multiple priorities simultaneously efficiently and effectively.
- Excellent organizational, written, and verbal communications skills.
- Knowledge of the NYCPS's Financial Accounting Management Information System (FAMIS).
- Expert level knowledge of Financial Management System (FMS).
- Knowledge of Contract Registration Process and the NYCPS's procurement rules.
- Proficient in Microsoft Office 365 applications.
- National Institute of Governmental Purchasing (NIGP) certification.
- Experience and/or familiarity with transportation procurements.
- Ability to analyze a problem or situation and quickly capture important elements.
- Experience working in competitive procurements.
- Ability to read and interpret laws, rules, and policies.
- Ability to meet deadlines consistently.
- Attentive to detail, extremely well organized, and able to work under pressure.
- Strong interpersonal and customer service interface skills.
- Experience working in a team environment and adhering to deadlines.
Salary : $130,151 - $170,000
(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not earn less than their current salary.)
Please include a resume and cover letter with your application. NOTE: The filling of all positions is subject to budget availability and/or grant funding. * New York City Residency is NOT Required * We encourage all applicants from the New York City tri-state area to apply. 
