Assistant District Director, Purchasing

Position Number: 2015199P | Location: District Services | 100% employment, 12 months per year

About the Role

As a direct report to the District Director, Purchasing, the Assistant District Director, Purchasing supports the planning, coordination, and oversight of centralized purchasing functions, contract services, and associated operations throughout the District. This role emphasizes compliance with District policies, legal requirements, and operational effectiveness while contributing to the District’s strategic goals and objectives.

Responsibilities

• Strategically plan, organize, coordinate, implement, oversee, manage, and evaluate District-wide purchasing and contracting programs, services, operations, and activities.
• Develop and implement efficient procedures to enhance service delivery, recommend departmental goals, objectives, and policies, and update purchasing and contracting strategies in alignment with District policy, needs, and legal requirements.
• Stay current on relevant regulations affecting purchasing and contracting.
• Regularly engage with the District Director to address purchasing and contracting matters, receive administrative guidance, and provide leadership to assigned personnel.
• Foster a culture of continuous improvement, prioritize tasks, delegate work assignments and projects, monitor progress, assess outcomes, and participate in employee recruitment, hiring, evaluations, and conflict resolution.
• Contribute to departmental meetings, agendas, content, and training initiatives.
• Assist in the preparation and administration of the annual program budget, including making recommendations, justifying budget requests, estimating costs, and monitoring expenditures in accordance with District policies.
• Review and assign purchase requisitions to purchasing staff, ensuring timely procurement of services, materials, supplies, books, equipment, tools, and miscellaneous items.
• Gather pricing, delivery information, and terms; negotiate with vendors; maintain vendor and contractor relationships; address inquiries regarding quotes and bids; and expedite back orders as necessary.
• Analyze market prices and trends to determine optimal sources for supply, considering factors like availability, pricing, quality, and technical specifications.
• Obtain and assess verbal and written quotes and bids, and place orders following established procedures.
• Validate purchase requisitions for completeness, accuracy, and compliance with bid requirements, funding, and District policies.
• Develop, review, and draft bid specifications and packages for various goods and services, including public works projects.
• Examine final contract documents, terms, and conditions for both formal and informal bids.
• Prepare and distribute bid documents, determine bid selection processes, conduct pre-bid conferences, respond to bidder inquiries, and evaluate bid alternates.
• Administer the competitive bidding process, ensuring legal compliance, and secure the best products and services at the most favorable prices.
• Document bids received, evaluate bid results, prepare bid recommendations, and forward them to the District Director for Board of Trustees approval.
• Provide guidance to District administrators in preparing bid specifications and packages for technical or specialized items and equipment.
• Oversee bid openings and contribute to the training, supervision, evaluation, and mentorship of departmental staff.
• Support the interpretation and explanation of complex purchasing and contract services policies and procedures.
• Keep abreast of applicable laws and multifaceted regulations and provide technical guidance on intricate specifications and evaluations.
• Collaborate with District and campus staff, vendors, sales representatives, government agencies, and external organizations to maintain open communication and coordinate complex programs and operations.
• Generate, prepare, and maintain detailed reports, records, and files related to assigned programs, operations, and activities, including contract services.
• Supervise inventory-related activities, including the processing of obsolete and surplus items.
• Organize, attend, and potentially chair various meetings as needed, and serve on committees and special projects.
• Collaborate in the exploration and implementation of emerging technologies, specifically those relevant to online bidding and complex contract management.
• Effectively utilize computer systems to input, update, and maintain budget, vendor, inventory, and related information.
• Assume full signature authority for purchasing and contracting in the absence of the District Director.
• Demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students, and provide leadership in District/College efforts to increase diversity and address student achievement gaps.
• Assist and promote the growth and success of a diverse population of students and employees through the development of interculturally competent and equity-minded management and leadership abilities.

Requirements

• Any combination equivalent to a Bachelor’s degree in business administration, public education, or a related field and a minimum of three years of progressively responsible experience in purchasing, contract, or business administrative services.
• Commitment to diversity and demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.
• Valid driver’s license; incumbent may be required to travel off-site for business reasons.
• All employees driving personal, leased, or district-owned vehicles for District-related activities must certify possession of a valid Driver’s License and automobile insurance as required by California law.

Qualifications

• Knowledge of District organization, operations, policies, and objectives.
• Knowledge of federal and state laws and regulations related to purchasing and contract services.
• Knowledge of competitive bidding processes and contract administration practices.
• Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary.
• Knowledge of record-keeping procedures and appropriate software/databases for procurement and contract management.
• Knowledge of a shared governance model.
• Ability to assist in directing and coordinating centralized purchasing and contract operations.
• Ability to prepare complex bid documents and conduct pre-bid conferences and public bid openings.
• Ability to exercise good judgment and initiative in resolving problems and making recommendations.
• Ability to maintain professionalism under stressful situations and deliver clear and effective presentations.
• Ability to analyze situations accurately and take appropriate action.
• Ability to work independently with moderate direction and meet schedules and timelines.
• Ability to plan, organize, and prioritize work.
• Ability to interpret, apply, and explain laws, regulations, policies, and procedures.
• Ability to supervise, train, and provide work direction to others.
• Ability to establish and maintain effective working relationships with others.

Desirable Qualifications

• Possession of an advanced degree in business administration, public education, or a related field from a regionally accredited institution.
• Administrative or supervisory experience in an educational setting.
• Experience with procurement and contract management software.
• Familiarity with Enterprise Resource Planning (ERP) systems such as Banner or equivalent.
• Experience in shared governance in an educational setting.
• High level of critical thinking, problem-solving, and analytical skills.
• High professional standards and strong interpersonal skills.
• Effective oral and written communication skills.
• Demonstrated experience ensuring equity in duties and addressing the needs of diverse student and/or employee populations.
• Prior experience in approaching work and interactions with colleagues and/or students in an equity-minded manner.
• Ability to provide an inclusive and welcoming work/educational environment.

Working Conditions

• Office environment with constant interruptions and frequent interaction with others.
• Extended periods of sitting (up to 2-3 hours).
• May require off-site duties and activities, including travel to other offices or locations for meetings.
• District employees can apply for the Flexible/Hybrid Work Program, working a hybrid schedule of remote work and in-person each week. Approval and number of in-person days may vary by position/department.

Pay

$122,152 - $153,988 annually

Schedule

Monday – Friday, 8:00 am – 5:00 pm (some flexibility, including evenings and weekends, may be required to meet department needs).