Director of Procurement

Job Title: Director of Procurement 

Department: Procurement
Reports To: AVP/Controller for Business and Finance
FLSA Status: Salary Exempt

JOB SUMMARY

The Director of Procurement is responsible for overseeing the University's procurement activities and ensuring the integrity, efficiency, and compliance of the procurement process. This position coordinates and monitors purchasing and contract management activities, including the review and processing of purchase requisitions and purchase orders. The Director ensures procurement activities are conducted in accordance with applicable federal and state laws, regulations, Board of Regents requirements, Georgia Department of Administrative Services requirements, and University policies and procedures.

MAJOR DUTIES

1. Reviews and approves requisitions; verifies account information, order-of-precedence compliance, and validity of orders.
2. Reviews supporting documentation and signs purchase orders.
3. Provides help desk support for purchasing software and the purchasing card system.
4. Trains end users in the use of purchasing software and procurement processes.
5. Attends University and departmental meetings.
6. Assists end users in developing specifications for goods and services.
7. Posts and serves as the University-level administrator for all Requests for Proposals (RFPs) and Requests for Quotations (RFQs).
8. Reviews outstanding purchase orders and works with Buyers and end users to determine order status.
9. Conducts annual internal audits of purchases.
10. Conducts pre-bid meetings with vendors and University departments.
11. Monitors purchasing software approval workflows.
12. Performs related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

1. Knowledge of computers and job-related software applications.
2. Knowledge of generally accepted accounting principles (GAAP).
3. Knowledge of the Georgia Procurement Manual.
4. Knowledge of the Board of Regents Business Procedures Manual.
5. Knowledge of budget management principles and practices.
6. Knowledge of contract management principles and practices.
7. Knowledge of University policies and procedures.
8. Skill in decision-making, analysis, and problem-solving.
9. Skill in interpersonal relations and effectively interacting with employees, vendors, and members of the public.
10. Skill in directing and supervising the work of personnel.
11. Skill in preparing required reports and documentation.
12. Skill in oral and written communication.

SUPERVISORY CONTROLS

The AVP/Controller for Business and Finance assigns work in terms of departmental goals, priorities, and objectives. The Director exercises independent judgment in carrying out assigned responsibilities within established policies, regulations, and procedures. Work is reviewed through conferences, reports, results achieved, and observation of departmental activities.

GUIDELINES

Guidelines include the Georgia Procurement Manual, Board of Regents Business Procedures Manual, Georgia Purchasing Card Program Policy, applicable software manuals, and University policies and procedures. These guidelines require judgment, selection, and interpretation in their application.

COMPLEXITY/SCOPE OF WORK

• The work consists of varied management, procurement, compliance, and supervisory functions. The application of detailed regulations, policies, and procedural requirements contributes to the complexity of the position.
• The purpose of this position is to direct the University's purchasing functions. Successful performance contributes to the efficiency, effectiveness, and integrity of procurement operations and helps ensure compliance with applicable laws, regulations, policies, and procedures.

CONTACTS

• Contacts are typically with coworkers, University employees, administrators, vendors, and members of the general public.
• Contacts are typically for the purpose of providing services, exchanging information, resolving problems, coordinating procurement activities, or justifying, defending, and negotiating procurement-related matters.

PHYSICAL DEMANDS / WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table, with intermittent standing, walking, bending, or stooping. The employee may occasionally lift light objects.
• The work is typically performed in an office environment.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

This position provides direct supervision to the Buyer & Procurement Card Coordinator (1) and maintains a dotted-line reporting relationship with procurement staff within the College of Agriculture.

MINIMUM QUALIFICATIONS

• Bachelor's degree in business administration or a related field.
• Five (5) years of progressively responsible procurement experience.
• State procurement training and certification through the Purchasing Division of the Georgia Department of Administrative Services (DOAS) is required within the first year of employment in the position.

PREFERRED QUALIFICATIONS

• Procurement-related certifications such as Georgia Certified Purchasing Associate (GCPA), Georgia Certified Purchasing Card Administrator (GCPCA), and/or Georgia Certified Purchasing Manager (GCPM).

 

WORKING CONDITIONS 

• Work is generally performed in an office environment with periods of sitting, standing, walking, and other routine movement.
• The position may require work outside normal business hours, including evenings and weekends.

 

PHYSICAL REQUIREMENTS 

• Ability to perform the essential functions of the position with or without reasonable accommodation.
• Ability to remain seated or standing for extended periods and perform routine activities associated with an office and event environment.
• May occasionally be required to move materials or supplies associated with position.

 

Equal Employment Opportunity

Fort Valley State University is an equal opportunity employer. The University does not discriminate in employment on the basis of race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, protected veteran status, sexual orientation, gender identity, or any other status protected by applicable federal, state, or University System of Georgia policy.