Contracts & Procurement Assistant Director

Priority consideration deadline: Monday, August 31, 2026.

About the role

Under the direction of the Finance Director, the Contracts & Procurement Assistant Director coordinates and facilitates all activities related to the purchasing of goods and services for a complex student-lead organization including oversight of the purchase order, Request-for-Proposal, award, and contract review processes.

Responsibilities

• Advertise, manage supplier inquiries, conduct bid walks, receive bids/proposals, coordinate evaluation processes and committees, negotiate, and oversee process management, change orders, and contract closeout.
• Perform contract administration, serving as a liaison between suppliers and departments, ensuring compliance with contract terms, conditions, and grant requirements, and negotiating contract amendments, extensions, and change orders.
• Supervise the Contracts & Risk Management Coordinator, providing direction on task priorities, mentorship, and professional development opportunities.
• Collaborate with the Finance Director to review calculations and provide projection analysis for total cost of ownership.
• Develop and maintain A.S. delegations of authority, organizational procurement, contracting and purchasing policies, and online purchasing platforms in conjunction with senior staff.
• Confer with departments regarding requirements, specifications, quantity, quality, and delivery, and recommend alternatives for greater value.
• Review and draft agreements, ensure proper liability and indemnification language, track current agreements, and ensure timely renewals.
• Oversee Aztec Student Union Board and Aztec Nights contracts to ensure compliance with A.S. standards, review vendor agreements, and ensure consistency with A.S. terms.
• Maintain the organization's contract files by documenting renewal deadlines and ensuring copies of fully executed agreements and current insurance certificates are on file.
• Work with departments to purchase special events insurance as needed per event and/or on behalf of third-party vendors.
• Review certificates of insurance from vendors, ensure proper insurance is obtained per agreements and programs, and communicate with vendors to obtain necessary insurance.
• Ensure maintenance of registration and certificate of ownerships on all corporate vessels, vehicles, and trailers, assist with DMV renewals, and coordinate SMOG inspections as needed.
• Maintain and ensure adherence to the A.S. records retention and destruction schedule, including updates, employee training, and reminders for destruction.
• Oversee Public Records Act requests for the Organization in compliance with CSU policies and CA state requirements.
• Assist others in the department with special tasks as assigned and manage workflow of contracts and related processes.
• Partner with A.S. staff to identify cost savings through spending analysis and opportunities for joint contracts and bulk purchasing.
• Maintain relationships with the campus procurement team.
• Stay informed about federal, state, and university policies related to procurement, ensuring practices align with legal requirements, policies, regulations, and ethical sourcing principles.
• Identify and use procurement technological systems to carry out duties.
• Develop and create reports for analysis.
• Evaluate suppliers, goods, and services through bids and proposals, selecting the most advantageous supplier for procurement.
• Research potential new suppliers for goods and services.
• Serve as liaison between suppliers and other departments.
• Develop and deliver training to stakeholders on processes and procedures.

Requirements

• Four-year degree in a job-related field from an accredited college or university.
• Minimum of four years of experience overseeing contracting and procurement processes for a complex organization.
• Experience in a Higher Education environment preferred.
• Completion of the following trainings within 30 days of hire:
  • Anti-Harassment Training for Supervisors
  • Workplace Violence Prevention
  • Data Security & Privacy
  • Gender Awareness Training

Performance Expectations

• Must professionally represent the Associated Students and San Diego State University at all times.
• Must successfully fulfill the essential duties of this job description and meet performance expectations.
• Highly organized, confidential, and reliable individual with keen written and verbal communication skills, capable of working in a diverse, frequently changing population of students, faculty, and staff.
• Capable of maintaining positive working relationships with staff, University, customers, and vendors.
• Works independently without undue supervision.

Skills

• Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues, and guests.
• Ability to present a consistent, positive approach to staff, students, and all internal and external contacts by being courteous, respectful, helpful, and cooperative at all times.
• Strong communication skills (verbal and written) to communicate at a level appropriate to the duties of the position.
• Proficiency with Microsoft Office Suite and Google Workspace; ability to learn and utilize new software programs.
• Ability to gather and organize data, draw logical conclusions, and discern implications.
• Well-organized, ability to effectively multi-task, prioritize work, problem-solve, make decisions, and meet scheduled deadlines under pressure.
• Ability to maintain a high level of confidentiality.
• Ability to handle multiple tasks simultaneously.
• Proven supervisory skills including hiring, inspecting, analyzing, planning, prioritizing, scheduling, assigning, receiving, controlling, training, instructing, documenting, recommending, and reporting.

Pay

$95,000 - $110,000 annually.

Schedule

This is a regular, full-time position with expected hours of Monday through Friday, 8 a.m. to 4:30 p.m.

Working Conditions

The work environment is generally favorable, with standard office equipment available. Work is generally sedentary but may require standing and walking around campus. Lighting and temperature are adequate, with no hazardous or unpleasant conditions caused by noise, dust, etc.

Physical Demands

The physical demands include talking, listening, sitting, standing, walking, manual dexterity, eye-hand coordination, and use of office equipment such as computers, scanners, printers, telephones, copiers, and fax machines. This position may require filing and occasional lifting of supplies and materials, including banker boxes and files. Corrected vision and hearing to standard range are required.

Relationships

• Inside the Organization:
  • Reports to the Finance Director.
  • Receives direction from the Associate Executive Director.
  • Works closely and collaborates with Division and Program Directors.
  • Interacts with Budget managers.
  • Supervises Contracts & Risk Management Coordinator.
• Outside the Organization:
  • Insurance company.
  • Contractors and vendors.
  • Campus Partners.

Employment category: Full-Time, Exempt, Salaried, Supervisor, Grade 16. A background check (including a criminal records check) and a credit check are required for this position.