Under the direction of the Associate Vice President of Business & Financial Services is responsible for directing all aspects of the university's procurement, contracts, materials management, distribution services, accounts payable and travel departments. These functions are collectively referred to as Procurement Operations & Accounts Payable (POAP).
% of Time
1. Leadership/Management 30%
2. Strategic Planning 15%
3. University/Community Partnership 20%
4. Functional Oversight Management 35%
LIST OF TASKS FOR EACH MAJOR RESPONSIBILITY:
• Acts as a change champion. Leads courageously by addressing difficult issues. Works to resolve issues at the peer level and takes measures to mitigate future issues. Supports and moves new initiatives forward. Identifies current and future challenges and proposes effective solutions. Understands what issues require a "sense of urgency" and handles accordingly. Ensures confidentiality around sensitive issues. Facilitates an environment that motivates, empowers, and inspires commitment from employees. Assumes good intent with one another and work on the premise of trust. Demonstrates commitment to creating and sustaining a diverse and inclusive workforce. Provides clear direction. Communicates effectively and with purpose. Creates and implements methods for improving individual and team performance. Builds effective teams committed to organizational goals. Works with a spirit of collaboration, inclusion, respect and collegiality. Takes ownership of issues and demonstrates accountability. Creates an environment in which employees are recognized for their accomplishments and contributions to the success of the team. Builds competence in others through effective coaching, performance management and mentoring. Supports and encourages professional and career development for employees. Fosters a culture of support and success for new hires by utilizing effective onboarding methods. Understand the university's mission and vision and how the department/division work activities and goals support the mission. Ensures cross-divisional support and participation. Recognizes, understands, and appreciates different roles across the institution. Identifies and calls advocacy behavior. Speaks and advocates with one common voice. Determines, effectively allocates, and coordinates resources.
2. STRATEGIC PLANNING:
• As a strategic partner, recommends, creates, and implements long and short-term strategic plan goals and operational plans for the three departments of POAP (Procurement & Contracts, Accounts Payable & Travel, and Distribution and Property Control Services). Ensures that the goals align with and support the overall mission of the university. Motivates and encourages commitment to achievement of strategic plans. Effectively communicates the strategic initiatives. Accomplishes strategic goals for Procurement Operations and Accounts Payable.
3. UNIVERSITY/COMMUNITY PARTNERSHIP:
• As a member of the campus community, ensures a community-focused strategy to support the university's mission. Identifies and anticipates community needs. Builds effective strategic alliances internally and externally. Collaborates with business partners in the achievement of university goals that support the university's mission. Initiates and develops strong working relationships with the community. Recognizes the importance of collective strength, knowledge, and information. Actively solicits and acts upon feedback. Develops and implements solutions. Successfully negotiates through persuasion. Gains support and commitment from others. Works to find common ground and group consensus. Takes the necessary measures to solicit and influence internal and external support. Demonstrates commitment to diversity.
4. FUNCTIONAL OVERSIGHT/MANAGEMENT:
• Provides dynamic visionary leadership for the three departments in Procurement Operations & Accounts Payable, with a strong focus on oversight and guidance of the Procurement & Contracts team. Provide technical expertise and guidance of contracts team with direct functional support on vital strategic agreements and complex arrangements. Serve as key campus representative to interface and maintain strong communication and partnership with Chancellor's Office legal team on procurement and contract matters. Builds and fosters internal relationships with the campus community, and externally with suppliers, regulatory agencies, the Chancellor's Office and other campuses to deliver strategic support to the campus community. Identify and integrate creative solutions such as "procure to pay" (P2P), expansion of the university credit card program, strategic sourcing, eProcurement, contract management, travel management, electronic payment and vendor management.
• Utilizes comprehensive campus and market data to identify strategic opportunities, value-added solutions, manage strategic priorities.
• Develops, interprets and applies policies, guidelines and procedures and ensures compliance with all standards and regulations of the CSU and State of California.
SUPERVISION OF OTHERS:
• Director of Public Works & Distribution Services (Administrator II)
• Procurement & Contracts Lead
• Accounts Payable and Travel Manager (Administrator I)
PURPOSE AND NATURE OF WORK RELATIONSHIPS:
• Chancellor's Office, campus staff, administrators, faculty, suppliers, auxiliary organizations, and external agencies to assess university needs and requirements, resolve legal matters, align strategic goals and pursue innovative solutions.
REQUIREMENTS OF POSITION:
1. List education and experience required
Bachelor's degree in Business, Accounting, Public Administration or related field plus 10 years of progressively responsible experience with at least 6 years of providing leadership and strategic planning for procurement operations and contracts setting; and strong technical experience in contracts and procurement operations.
i. Law degree or master's degree in Business or related field
ii. Certified Purchasing Certification
iii. Work experience in an academic setting, ideally Public Higher Education
iv. Demonstrated commitment and ability to advance the university's goals in the areas of diversity and inclusive excellence
v. Leadership experience over accounts payable, distribution and property control services
2. List knowledge, skills, and abilities required for this position.
Leadership / Vision:
• Commitment to CSUSM's mission and goals as a student-centered university dedicated to teaching excellence and active learning with a university first perspective and a customer focused strategy.
• Ability to establish a clear and understandable vision for the POAP to effectively engage the university community in the implementation of the vision, and build the operational components to execute the vision.
• Ability to lead and enable groups of people to face challenges and achieve results in complex conditions.
• A commitment to diversity, inclusiveness and access in all areas of the university.
Management / Conflict Resolution / Problem Resolution / Initiative / Continuous Improvement:
• Successful experience managing a complex organization.
• Experience building and managing an effective world-class team dedicated to organizational goals and high performance.
• Experience with directing, supervising, motivating and inspiring others; measuring the performance of people, teams and organizations, and assessing performance and progress.
• Familiarity with collective bargaining and administering corrective action as appropriate in a collective bargaining environment.
• Ability to develop and support on-going learning and professional development for staff, managers and emerging leaders.
• Ability to lead courageously by addressing difficult issues.
• Ability to prioritize and handle issues based on sense of urgency and importance of the issues.
• Ability to ensure confidentiality around sensitive issues.
• Ability to initiate and support innovation with creativity, openness to change, flexibility, responsiveness, and future focus.
• Ability to apply quality management techniques of continuous improvement and employee involvement to assess and improve services, promote campus culture and build teams.
• Ability to identify current and future challenges and propose and implement effective solutions.
• Experience making effective decisions with sound analytical ability, good judgment and strong operational focus.
• Excellent oral and written communication skills.
• Ability to communicate effectively and with purpose to a variety of audiences.
• Successful negotiation and persuasion skills.
Strategic planning / Goal Setting:
• Experience in strategically supporting growth and/or change.
• Experience creating and implementing long- and short-term goals.
• Experience in determining and coordinating resource allocations.
• Ability to collaborate with multiple entities to plan and accomplish the objectives set forth in the university's strategic master plan, coordinating ongoing multiple large and complex projects from conception to completion in a centralized and highly regulated environment.
• Ability to find solutions that result in prudent decisions, to promote mutual satisfaction and positive action, and to develop imaginative approaches to achieve individual, unit and institutional strategic initiatives.
• Ability to apply forward-thinking and creative thought with high ethical standards to develop strategic vision.
Teamwork / Collaboration:
• The ability to work effectively and build strong alliances internally and externally with a broad range of individuals to bring the university community together around shared goals.
• Ability to recognize, understand, and appreciate different roles across the institution.
Functional Area Expertise:
• Experience in the development and execution of long-range strategic plans and goals, including the ability to effectively lead and direct action of staff and others to develop and accomplish strategic planning objectives.
• This position requires the background and experience to perform in-depth legal and contractual research and analysis for decision-making as well as the ability to make independent decisions and apply analytical skills requiring a high level of creativity in problem solving.
• Ability to develop and implement new procurement, distribution services and accounts payable initiatives including electronic commerce, supplier management programs, best practices in receiving of goods, university travel program and prompt payment.
• Ability to independently research and interpret applicable law and policies, and apply accordingly to the business situation, and contract or agreement, which binds the university financial or otherwise.
• Excellent oral and written communication skills to provide leadership and vision for Procurement Operations and Accounts Payable and foster relationships to plan and implement new programs that strategically support university growth.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to handle a broad range of high-level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems
• Experience coaching, mentoring, and establishing professional development plans
• Ability to develop and interpret contracts and specification bid proposals and make decisions in accordance with laws, ordinances, rules, regulations, and policies governing the purchase and contracting of commodities and services for the university
• Demonstrates expertise in independently drafting and analyzing contracts, business documents and/or other agreements while assuring compliance with applicable laws, guidelines and prime contract terms
• Services as primary liaison with Chancellors Office Procurement and Contracts, Risk Management, and Capital Planning Design and Construction
3. List machines, tools, equipment, and motor vehicles used in the performance of the duties
• Standard office and communication equipment.
4. List unique working conditions
• Occasional overnight travel
5. Other Employment Requirements
• The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment. Limited Reporter.
• This position is subject to a background check including, but not limited to, employment verification, education verification, reference checks and criminal record checks. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
• This position is a "designated position" in the California State University's Conflict of Interest Code. The incumbent in this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission. This position is required to file the Form 700 under disclosure category 2.
• Must participate in required campus trainings including, but not limited to, Sexual Harassment Prevention training "EDU Supervisor: Anti-Harassment, Discrimination, Retaliation"; Information Security Awareness Training; Sexual Violence Awareness and Prevention "EDU: Eliminate Campus Sexual Misconduct".
Closing Date/Time: Open until filled
San Marcos, California