• Manager, Procurement

    Columbia University New York, NY 10176

    Job #1849892908

    • Requisition no: 519757

    • Work Type: Full Time

    • Location: Campus|Morningside

    • School/Department: null

    • Categories: Facilities/Maint/Trades/RealEs,Finance/Accounting

    • Job Type: Officer of Administration

    • Bargaining Unit:

    • Regular/Temporary: Regular

    • End Date if Temporary:

    • Hours Per Week: 35

    • Salary Range: Commensurate with experience

    Position Summary

    Reporting to the Associate Director of Procurement, the Procurement Manager manages the day to day implementation of non-project specific procurement initiatives for Columbia University Facilities and Operations including but not limited to Task Order vendors, Term Consultants, job order contracting, service contracts, and vendor relations. With guidance from the Associate Director, the Manager will collaborate and partner with key Columbia University Facilities and Operations stakeholders as well as other key stakeholders from the University's Central Purchasing Department to implement a strategic sourcing plan in order to diversify and expand the vendor pool with highly rated vendors at competitive prices.

    Responsibilities

    • The Manager will directly manage the work of approximately one Procurement Analyst. Management responsibilities include assignment, prioritization and review of work, goal setting, and assessment of ongoing performance.

    • Under the guidance of the Associate Director, the Manager will assist with the development and implementation of a comprehensive plan to competitively bid all task order, term consultant, service contract and JOC agreements.

    • The Manager, with assistance from the Procurement Analyst, will:

    • Create and maintain a database of task order, term consultant, service contract and JOC agreements, including each vendor's trade and specialty, their unit/hourly rates, when their agreement started, when it expires, what was procurement mechanism to bring them on in the first place, total duration the vendor has been working under this contract, required insurance levels, etc.

    • Evaluate the current list of task order vendors to identify:

    • Which areas need more vendors added

    • Solicit feedback from internal stakeholders to inform renewal or re-bid of existing contracts (task order, term consultant, service contract and JOC agreements)

    • Implement the plan to re-bid all current contracts (task, term & service)

    • Run the procurement, evaluation and award process to re-bid all current contracts (task, term & service)

    • Job Order Contracting:

    • Expand the existing JOC program to all CUFO portfolios

    • Assess and report on success/ challenges of the JOC program

    • Maintain any JOC contracts - renewals, evaluation, dollar value remaining

    • Service Contracts:

    • Review all existing contracts with responsible person/ department

    • Identify opportunities to combine or eliminate contracts

    • Implement plan to bid out all required service contracts.

    • The Manager will also assist with the cleanup of the existing vendor management system, ensuring the contact, rates and other pertinent information are up-to-date and accurate. The Manager will utilize reports to monitor and maintain data integrity within the vendor management system. The Manager will assist with the training and rating of all existing and new vendors. The Manager will work with the Associate Director to expand the existing vendor ratings and develop a plan to monitor performance in order to maintain a pool of quality vendors. The manager will develop training materials and provide ongoing vendor training and check-ins.

    • The Manager, with assistance from the Procurement Analyst, will:

    • Act as the main liaison between the vendor and CUFO once a new vendor is approved in the system, reviewing initial purchase orders and change orders, ensuring that the vendor is compliant with CUFO requirements;

    • Maintain a comprehensive database of all new vendors with specialty, trades, union status, MWL status, etc;

    • Facilitate onboarding for new vendors

    • Troubleshoot all procurement related issues with vendors;

    • Work with vendors and accounts payable to resolve AP issues

    • Evaluate vendor ratings, ensure managers are completing ratings, report on findings and meet with managers to understand very low and consistently low ratings

    • Solicit feedback from internal stakeholders to inform a performance improvement plan for vendor, or if needed, offboarding

    • Communicate with Procurement team and project management teams to suggest vendors and identify areas of need based on current utilization, performance ratings, spend analysis, and workload.

    • Identify and research vendors that can fill areas of need, bring in for meet and greets etc. Perform market analysis and vendor discovery / pre-qualification.

    • The Manager will work on special projects and will perform additional duties/ special projects as assigned.

    Minimum Qualifications

    • Bachelor's degree required.

    • Minimum of 3-5 years of related experience required.

    • Must be a self-starter and capable of operating with minimal supervision.

    • Excellent interpersonal, oral and written communication skills, including active listening skills, plus the ability to work closely and effectively with a diverse group of University administrators.

    • Strong consensus-building and relationship-building skills are essential.

    • Must be able to negotiate issues and resolve problems.

    • In addition, the successful candidate must be able to work well with all levels of management, both internally and externally, and exercise sound judgment.

    • The candidate must have a high degree of personal and professional integrity; be customer focused (internal and external); have management experience and presentation skills; takes initiative; can quickly grasp new concepts; is organized and thorough; can multi-task and manage workload; pays close attention to detail; proactive.

    • Experience in a fast-paced environment requiring rapid decision-making and flexibility.

    Equal Opportunity Employer / Disability / Veteran

    Columbia University is committed to the hiring of qualified local residents.