Senior Manager of Procurement and Business Services

SCHEDULE: Full time, 12-months/year, Monday – Friday, 8:00am - 5:00pm. Schedule may vary according to departmental and Academy needs.

REVISION DATE: April 7, 2025

Pay Group

Type

Status

Fiscal Year Weeks

Class

Department

Location

SemiMo.(Salaried)

Regular

Full-Time

Full year (52 weeks)

Staff

Facilities Management

Hybrid

Position Purpose

Responsible for managing the campus procurement processes related to the acquisition of goods and services for administrative and academic departments. Responsible for the management of campus mailroom, central receiving, and warehouse operations including inventory management. Oversees and manages processes for rentals of academy facilities by internal and external organizations.

Job Responsibilities

• PROCUREMENT
  • Develop and maintain policies, procedures, standards, specifications, training manuals, and forms for procurement, inventory management, and mailroom procedures including competitive sourcing and sole source justifications, ERP receipt and issuances, and cycle counts.
  • Recommend and implement short- and long-range goals, objectives and develop and maintain reports identifying metrics related to procurement and receiving processes.
  • Review and manage procurement requests to confirm need and adherence to policy, assign procurement method, initiate acquisition process, and ensure contractual documents are executed and maintained in accordance with current procedures including the Academy’s authority matrix and contract policy.
  • Work with Academy employees in developing and evaluating procurement requirements and sources, while effectively optimizing cost, quality, delivery, warranty, and discount considerations.
  • Provides oversight for source selection, bidding, negotiation, purchasing, contracting, and leasing of goods and services for Facilities Management and provides support as necessary for other departments.
  • Responsible for development, implementation and management of e-procurement solutions.
  • Program manager and liaison to the ITS department for the procurement component of the Academy’s enterprise resource planning (ERP). Responsible for development, implementation, and management of workflows, processes, and training.
  • Responsible for maintaining the purchasing and project modules related to purchase orders and supplier files in the Academy’s ERP system.
  • Manages capital equipment process, requests, and purchases and documents requests and justifications for individual departments.
  • Supports the capital project expense and procurement process.
  • Manages supplier contracts, ensuring compliance with terms, and overseeing aspects like pricing, service delivery, and preventative maintenance.
  • Research and initiate membership in-group purchasing consortiums that result in cost savings and process improvements.
• PROCUREMENT – MAILROOM/CENTRAL RECEIVING/WAREHOUSE
  • Oversight of receiving process including review and approval of all purchase requisitions for appropriations of purchase. Check for accuracy, clarity and process purchase orders.
  • Subject Matter Expert of the ERP Procurement, Project Management, and Inventory Management processes.
  • Responsible for management, oversight, and improvement of mailroom, central receiving, and warehouse strategic and daily operations.
  • Develop and manage quality assurance procedures for the acceptance of goods and services.
  • Develop and maintain policies and procedures for: receipt and distribution of campus mail, storage, reuse, and disposal of surplus equipment and property.
• BUSINESS SERVICES
  • Manage the process for renting academy facilities by being the main point of contact for internal and external organizations, to develop procedures, establish rental fees, and enforce contract terms.
  • Administrator of Facilities Use Policy, rental agreements, and Certificates of Insurance for rental of academy facilities.
  • Support the software implementation and training for scheduling and tracking campus events and rentals.
  • Coordinate with campus users and event suppliers to obtain best quality, delivery and pricing for tents, furniture, and equipment rentals.
• Performs other duties as assigned.

Knowledge, Skills and Competencies

• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Excellent communication (written and verbal) skills.
• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Demonstrated ability to work with students by building trust and credibility.
• Excellent analytical and problem-solving skills as well as a strong customer focus.
• A strict adherence to confidential policies is required.
• Ability to work independently and handle multiple priorities and deadlines simultaneously.
• Proficient in MS Office.
• Willingness and ability to learn additional applications as needed.
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
• Ability to follow verbal and written directions, always maintain a professional demeanor and restraint, including stressful situations.

Direct/Indirect Reports

Procurement Contract Specialist, Procurement Support Specialist, Mailroom/Warehouse Supervisor and indirect for Mailroom/Warehouse staff.

Position Requirements

Education

• Bachelor’s degree in Business, Finance, Accounting, or a related field preferred.
• Certification by procurement professional association preferred.

Experience

• 10 years’ experience in the procurement field required, with experience in an educational environment and e-procurement preferred.
• 5 years’ supervisory experience required.
• Knowledge of Lean principles, or Six Sigma background, highly desired.
• 2 years’ experience using ERP systems such as Oracle or SAP preferred.
• 3 years inventory management experience preferred.
• Experience working with adolescents in an educational setting is preferred.

Additional Requirements

1. Successfully complete a criminal background check (reviewed every 5 years).
2. Clean Driving record (reviewed annually.