Purchasing and Accts Payable Manager

Summary of Position

The manager is responsible for the acquisition of goods and services in accordance with University Purchasing Policies. The manager will provide leadership, direction, and vision to the department staff and related departments. This includes leading new and additional procurement efforts/projects to meet future demands and add value to the procurement process, and interpreting and enforcing all University Policies. This can include procedures related to procurement, oversight of the ERP purchasing systems, and coordination with other areas to assure system/data integrity. The manager will be responsible for procuring, negotiating, and managing campus-wide agreements. The manager will represent the department in various committees, both on and off campus. The manager is involved in developing standards and specifications to assist the University community in acquiring high-quality materials, equipment, and services that deliver long-term value. This includes contract negotiations, review, and maintenance related to the acquisition of goods and services, as well as the development and oversight of bid documents for various departments and commodities. The manager will lead the Purchasing, Disbursements, and Accounts Payable staff in their respective duties, make sound judgments, and empower them to make independent decisions. The manager must be able to communicate effectively with a range of students, faculty, staff, vendors, and other visitors across a variety of situations to advance the functions and contributions of Purchasing, Disbursements, and Accounts Payable.

Position Type

Staff

Required Education

Bachelor’s Degree in Business or related field.

Required Work Experience

• Minimum of 5 years of experience in the Purchasing field, involving contract negotiation, administrative decision making, and one year of supervisory experience.
• Understanding and experience with relational databases, electronic purchasing systems, and contract negotiations.
• Must have a thorough understanding of purchasing principles and experience with multiple commodity categories.
• Must demonstrate professionalism, critical thinking, and strong business acumen.

Additional Education/Experiences to be Considered

• Experience in non-profit, governmental, or higher education procurement.
• Understanding and experience with relational ERP software, such as Banner.
• Experience in working with automated purchasing systems is a plus.
• Experience with Procurement Strategies as well as Cost Improvement Initiatives.

Essential Duties/Responsibilities

• Lead Purchasing, Disbursement, and AP teams.
• Align department objectives with the University's strategic financial plans.
• Enforce ethical behavior, university core values, and customer service.
• Ensure campus-wide compliance with purchasing and travel policies.
• Oversee RFx processes, negotiate university-wide contracts, and resolve vendor disputes.
• Conduct spend evaluations to identify cost-saving opportunities.
• Ensure fair competition among all suppliers, including disadvantaged business entities.
• Guarantee accurate, timely vendor payments and support annual audits.
• Optimize ERP, e-procurement, and expense systems.
• Streamline AP and procurement workflows through automation.
• Train university departments on procurement, AP, and ERP system requirements.
• Review and update purchasing policies based on leadership feedback.
• Demonstrate ability to multitask and work with minimal management oversight.
• Maintain data confidentiality and proactive disclosure of any conflicts of interest.
• Proficiency in benchmarking strategic sourcing practices and performing spend analyses within higher education procurement.
• Partner with campus departments for the development of standards and specifications, which will assist the University community in acquiring high-quality materials, equipment, and services appropriate for the needs of the University.
• Carry out responsibilities in accordance with university policies and applicable laws.
• Cultivate an environment of belonging that values, respects, supports, and celebrates individual similarities and differences, allowing students, faculty, and staff to thrive authentically.
• Support, promote, and develop university student enrollment and retention initiatives.

Marginal Duties/Responsibilities

• Actively participate in professional organizations related to purchasing.
• Consider the efforts and creation of a Disadvantaged Business Entity (DBE) program.
• Lead or co-lead cross-functional projects and teams.

Skills and Abilities

• Keen business acumen.
• Excellent ability to understand similar as well as disparate needs of various university departments to help bundle appropriate purchases and procurement strategies.
• Deep understanding of procurement strategies from the industry and applies this knowledge to the University's procurement needs.
• Demonstrated successful experience working directly with people from diverse backgrounds, including cultural, educational, socioeconomic, and life experiences.