Director of Procurement, Contracts and Auxiliary Services

Under the direction of the assigned manager, plan, organize, direct, and manage the daily activities and operations of District-wide procurement of goods and services, contract administration, central services, mail room, shipping and receiving, warehouse operations, record retention, surplus, fixed asset management, certain risk/liability programs, and auxiliary services operations including the bookstore, food services and the Market; represent the District in interaction with vendor representatives, legal representatives, federal, state, local, and other public procurement officials regarding procurement policies, laws, District policies and risk programs.
DISTINGUISHING CHARACTERISTICS:This is a management level classification allocated to Procurement, Risk, and Auxiliary Services. The Director of Procurement, Contracts and Auxiliary Services is responsible for managing the overall activities and operations pertaining to procurement, contracts, risk and auxiliary services for the District. ESSENTIAL FUNCTIONS:

• Provide direct leadership, guidance and evaluate professional, technical, and clerical staff.
• Manage services and activities within the procurement, contracts, risk management and auxiliary services including procurement, contracts, shipping and receiving, mail room, asset management, surplus disposal, bookstore, food services, and the Market.
• Develop, manage, and implement goals, objectives, policies, procedures, and priorities for assigned areas.
• Monitor, evaluate, and implement improvements to the efficiency and effectiveness of service delivery methods and procedures.
• Assess and analyze the District’s exposure to various risks: design, implement, and direct an overall risk management program related to contracts, memorandums of understanding and other agreements; ensure compliance with all applicable federal and state rules and regulations, California general statutes, uniform guidance, and California Community College Chancellor’s Office.
• Collaborate with all departments on contract modifications and scope of work improvements ensuring compliance with all applicable federal and state rules and regulations, California general statutes, and best practices.
• Oversee and coordinate with procurement, contracts and auxiliary services management staff on contracts, solicitations and purchase orders to minimize risk and liability exposure to the District.
• Collaborate and assist District Departments with various risk management matters and recommend specifications and limitations for insurance purchases; manage special insurance programs.
• Control risk through contractual risk transfer; review, edit and negotiate contract terms; analyze and understand risk migration opportunities; interact with District Departments to ensure coordination with program activities, exposures and appropriate insurance coverage.
• Serve as the Fiscal officer and oversees the annual budget for procurement, contracts, and auxiliary services departments; control and authorize expenditures in accordance with established guidelines.
• Oversee and prepare written specifications, bidding documents, and contracts for legal compliance for a variety of projects including building maintenance and construction projects.
• Provide oversight and technical expertise to staff regarding formal bidding process, request for proposals (RFPs), bid strategy development, supplier negotiations, and contract development and implementation.
• Prepare or review the complex procurement and construction related documents.
• Perform research on legal issues related to procurement, contracts and auxiliary services functions; seek or confer with legal counsel as required to address bid protests or challenges related to the bidding process and or contracts awarded.
• Develop and implement strategic procurement and contract initiatives; create vendor outreach programs to increase local and diverse participation.
• Serve as a District’s representative for vendor outreach activities and committees to provide information on the District.
• Serve as the District’s point of contact for the yearly Audit reviews for all procurement, contracts, and auxiliary services functions.
• Ensures compliance with applicable State, Federal and local laws, state licensing and permitting requirements; interprets and enforces regulations and policies as required; develops and implements procedures to ensure smooth operations and compliance with District policies and procedures.
• Direct the development and implementation of process improvement, cosot efficiencies, policies and procedures within auxiliary services, including initiatives for improvements of training District staff.
• Generate and analyze complex reports, presentations and other documents for the procurement, contracts, and auxiliary services functions required to be submitted to the Board of Trustees for approval.
• Oversee and develop strategies to increase the profitability of Auxiliary Services operations; conduct ongoing needs assessment and gap analysis related to offered services and program effectiveness to implement programming modifications in support of equitable student success.
• Create and maintain collaborative and productive partnerships across the District and with community partners.
• Direct, coordinate, supervise and evaluate the work of others; select, train, motivate, and evaluate assigned personnel and suggest professional development as needed.
• Direct work activities and partner with Campus Police to ensure the health and safety of staff, vendors and the public for Auxiliary Services; maintain Department emergency response plans; partner with departments as needed to ensure facilities are safe, clean and operational.
• Ensure adherence to District fiscal policies for daily sales and cash reconciliation reports of Auxiliary Services.
• Monitor workflow; and review and evaluate work products, methods, and procedures.
• Participate and coordinate in strategic planning meetings with vendors and or staff related to District expenditures.
• Attend and conduct a variety of meetings as needed; participate on assigned committees; attend workshops, conferences and training sessions as assigned.
• Perform related duties and responsibilities as assigned.

Knowledge of:

• Business and management principles involved in strategic planning, resource allocation, leadership techniques, general public purchasing procedures and competitive formal and informal bidding process, and coordination of people and resources.
• Advanced level of modern principles and practices of procurement, contracts, warehousing, property control, shipping, receiving and records retention techniques, and strategies relative to the management of a comprehensive auxiliary service program including a bookstore, food services and The Market.
• Applicable laws, legal codes, education codes, public contract codes, court procedures, precedents, government regulations, executive orders, and agency rules.
• Economic and accounting principles, utilizes market statistics, budget preparation, and management principles for multiple cost centers.
• Shared governance process.
• Effective and modern management, supervisory, and leadership principles and practices.
• Public bidding process for procurement and construction.
• Administrative and clerical procedures and system such as word processing, managing files/records, transcription, designing forms, and other office procedures, concepts, and terminology.
• Principles and processes for providing customer service including assessing customer needs, meeting quality standards for service, and evaluation of customer service.
• Modern computerized procurement, contract, shipping, receiving, and enterprise planning financial software systems.
• Principles and methods for displaying, promoting, and selling products or services, including marketing strategy and tactics, product demonstration, sales techniques, and sales control and reporting system.
• Health, sanitation, and safety requirements pertaining to a comprehensive auxiliary services program.
• Basic accounting concepts and practices.
• Principles and practices of budget preparation and administration.
• Effective customer service practices.

Ability to:

• Provide administrative and professional leadership and direction for the department; manage multiple areas of responsibility and projects simultaneously.
• Develop, recommend, and implement goals, objectives, and practices for delivering effective and efficient services.
• Prepare and administer large and complex budgets; prepare clear and concise administrative and financial reports; maintain accurate financial records; perform short and long-term budget, financial, and operating planning.
• Manage and coordinate work of assigned personnel; select, supervise, lead, train, motivate, and evaluate staff.
• Employ appropriate and efficient cost savings initiatives.
• Understand, interpret, and apply a variety of laws, regulations, and litigation regarding contractual obligations.
• Conduct the District’s business transactions incompliance with applicable rules and regulations, policies and procedures.
• Effectively resolve disputes, analyze situations, gather data, evaluate alternatives, and make creative and sound recommendations.
• Perform complex procurement activities and contract analysis.
• Oversee the maintenance of accurate and complete documents, records and reports for area of responsibility.
• Work confidentially and independently with discretion.
• Communicate effectively verbally and in writing.
• Multi-task, meet and manage schedules, and timelines; and consistently perform under the pressure of deadlines, unforeseen conditions, various administrative demands, and shifting priorities while working in a setting with frequent interruptions.
• Support the District in achieving its mission, vision, and strategic goals as appropriate in carrying out the duties of this position.
• Focus on student success, service excellence, and willingness to assist colleagues District-wide, as needed.
• Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
• Demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, linguistic, and ethnic backgrounds and disabilities of community college students and staff as demonstrated by skills and abilities in cultural responsiveness and cultural humility.

EDUCATION AND EXPERIENCE:
Any combination of education and experience that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Education:
Bachelor’s degree from an accredited college or university.
Experience:
Five years’ experience in procurement, contracts, or closely related field, with at least four years of leadership or supervisory experience.
OTHER CERTIFICATIONS, LICENSES, OR SPECIAL REQUIREMENTS:

• A valid Class "C" California Driver's License is required by the time of appointment.
• The incumbent may be required to work evenings (including attending board meetings) and other irregular hours including weekends and holidays.

WORKING CONDITIONS:
Consistent with its obligations under the law, the San Joaquin Delta College will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of their job.
Physical Demands:

• Regularly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 30 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

Work Environment:
Work primarily takes place indoors within a warehouse or office environment; Work may take place outdoor in a variety of extreme environmental and weather conditions.
Hazards:
Work may involve exposure to loud machines, gas, fumes, exhaust, dust, and dirt.