Assistant Director for Procurement Systems and Operations

Stony Brook University • Town of Brookhaven, NY

2d • Onsite

About The Position

The Assistant Director of Procurement Systems and Operations serves as the operations manager for the Systems and Operations Team. This role is responsible for the day-to-day oversight of all procurement systems, system administration, Help Desk, training, and supplier maintenance, along with project management. The Assistant Director will lead a team supporting the University’s e-Procurement system (Jaggaer) and all source-to-pay business operations, including supplier set-up, catalog/punch-out administration, and oversight for the Research Foundation. The ideal candidate should be highly motivated with strong supervisory and leadership skills and a demonstrated commitment to achieving operational excellence and customer satisfaction. Effective communication and interaction across diverse perspectives and personalities are crucial. The Assistant Director will also exhibit outstanding mentorship, problem-solving, organizational skills, and the ability to oversee multiple projects and tasks simultaneously. Additionally, the Assistant Director supports ProcureNEXT, a SUNY-wide procurement modernization initiative, providing administrative support, project management coordination, service delivery support, stakeholder communications, meeting and decision tracking, implementation follow-through, and operational readiness support. This position supervises the WolfMart Support Manager and Vendor File Supervisor, as well as third-party contracted service providers, and supports the Director with strategic goals and priorities.

Requirements

• Bachelor’s degree (foreign equivalent or higher).
• Three (3) years of full-time experience in procurement.
• Supervisory and team leadership experience.
• System administration experience in supporting a source-to-pay e-Procurement system (ex. Jaggaer, Coupa, Ariba).
• Experience working with procurement practices across the procurement lifecycle, including sourcing, contracts, purchasing, receiving, and accounts payable.

Nice To Haves

• Advanced degree (foreign equivalent or higher).
• Experience in the buying processes in a governmental, institutional, or higher education setting.
• SUNY procurement experience.
• System administration experience with a source-to-pay e-Procurement system supporting a large user base.
• Data mining and analytic experience.

Responsibilities

• Assess, implement, and maintain standards, policies and records for source-to-pay business systems and operations within the statutory framework of the agency.
• Review and streamline all source-to-pay processes to ensure continuous improvement.
• Make recommendations and provide effective input to campus stakeholders.
• Oversee the automation and disbursement of document information to customers.
• Oversee WolfMart Training Program, including training materials and ongoing user training.
• Ensure timeliness of announcements to the campus community related to Procurement and other process changes.
• Provide day-to-day supervision of the campus Jaggaer eProcurement system (WolfMart), system administration, Help Desk, and training initiatives.
• Regularly monitor system and team performance to ensure maximum customer satisfaction and increased cycle times, compliance, etc.
• Coordinate support for development and maximum utilization of the eProcurement, invoicing, contracts and sourcing modules.
• Oversee and run any third-party integrations and implementations associated with the Stony Brook e-Procurement solution.
• Coordination of all systems testing, including system upgrades and enhancements.
• Ensure the integration changes and upgrades in SUNY and/or the Research Foundation systems are functionally sound as they relate to workflow processes.
• Oversee supplier enablement and vendor catalogs for the e-Procurement system marketplace.
• Provide recommendations and hold meetings with internal Procurement and external campus stakeholders on a regular basis.
• Serve as a Project Manager for critical Stony Brook Procurement Projects, which can include supplier enablement, integration changes, etc.
• Provide regular updates to stakeholders on the status of projects.
• Track Project statuses and outstanding tasks to ensure timely completion of projects within budgets.
• Generate, analyze, and present spending data to support strategic sourcing strategies regarding product and service procurement opportunities and establish commodity categories and sub-categories.
• Perform data mining utilizing e-Procurement, SUNY, RF and local data warehouses.
• Collect, organize, analyze, and disseminate significant amounts of information to both the Procurement team and Senior Leadership.
• Assist with source-to-contract management and monitoring.
• Perform robust and advanced analysis to make business recommendations and organizational process improvements.
• Perform regular analysis of source-to-pay processes and generate dashboards and scorecards to track Key Performance Indicators (KPI’s).
• Provide oversight to the WolfMart Helpdesk and Vendor File Teams working closely with team leads.
• Ensure staff receive necessary training on systems and business operations processing, policies, and procedures.
• Ensure staff compliance with new legislation, directives, and requirements.
• Provide mentorship and professional development opportunities for staff and cultivate an environment of career growth/expansion.
• Track and coordinate timely submissions of Employee Programs & Evaluations.
• Other duties or projects as assigned as appropriate to rank and departmental mission.

Benefits

• $4,000 UUP annual location pay, paid biweekly.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager