Contracts & Procurement Assistant Director

Associated Students, San Diego State University•San Diego, CA

4d•Onsite

About The Position

Under the direction of the Finance Director, the Contracts & Procurement Assistant Director coordinates and facilitates all activities related to the purchasing of goods and services for a complex student-lead organization including oversight of the purchase order, Request-for-Proposal, award, and contract review processes.

Requirements

Four-year degree in a job-related field from an accredited college or university.
Minimum of four years of experience overseeing contracting and procurement processes for a complex organization.
Anti-Harassment Training for Supervisors (must be completed within 30 days of hire).
Workplace Violence Prevention (must be completed within 30 days of hire).
Data Security & Privacy (must be completed within 30 days of hire).
Gender Awareness Training (must be completed within 30 days of hire).
Must professionally represent the Associated Students and San Diego State University at all times.
Must be able to successfully fulfill the Essential Duties of this job description and meet performance expectations.
Highly organized, confidential and reliable individual with keen written and verbal communication skills and the ability to work in a diverse, frequently changing population of students, faculty and staff.
Capable of maintaining positive working relationships with staff, University, customers and vendors.
Works in an independent manner without undue supervision.
Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests.
Ability to present a consistent, positive approach to staff, students and all internal and external contacts by being courteous, respectful, helpful and cooperative at all times.
Ability to communicate and/or present in small and large settings.
Must have strong communication skills (verbally and written) to communicate at a level appropriate to the duties of the position.
Ability to operate a computer, proficiency with Microsoft Office Suite and Google Workspace.
Ability to learn and utilize new software programs.
Ability to gather and organize data, draw logical conclusions and discern implications.
Well organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure.
Ability to maintain high level of confidentiality.
Ability to handle multiple tasks simultaneously.
Must be able to exercise tact and exhibit sound professional judgment.
Ability to present a consistent, positive approach to students and all internal and external contacts by being courteous, respectful, helpful, and cooperative at all times.
Proven necessary supervisory skills including, but are not limited to: hiring, inspecting, analyzing, planning, prioritizing, scheduling, assigning, receiving, controlling, training, instructing, documenting, recommending and reporting.
Background check (including a criminal records check) must be completed satisfactorily.
Credit check is required for this position.

Nice To Haves

Experience in Higher Education environment preferred.

Responsibilities

Coordinates and facilitates all activities related to the purchasing of goods and services.
Oversees the purchase order, Request-for-Proposal, award, and contract review processes.
Performs contract administration, including serving as a liaison between suppliers and departments, ensuring compliance with contract terms and conditions and grant requirements, and negotiating contract amendments, extensions, and change orders.
Supervises the Contracts & Risk Management Coordinator, providing direction regarding priorities of tasks and ensuring timely completion, and offering mentorship and professional development opportunities.
Reviews calculations and provides projection analysis for total cost of ownership in collaboration with the Finance Director.
Develops and maintains A.S. delegations of authority, organizational procurement, contracting and purchasing policies, and online purchasing platforms in conjunction with senior staff.
Confers with departments regarding requirements, specifications, quantity, quality, and delivery, and recommends alternatives for greater value.
Reviews and drafts agreements, ensures proper liability and indemnification language, tracks current agreements, and ensures renewals are completed in a timely manner.
Oversees Aztec Student Union Board and Aztec Nights contracts to ensure compliance with A.S. standards.
Reviews vendor agreements and ensures consistency with A.S. terms.
Ensures maintenance of organization's contract files by documenting deadlines for renewals and ensuring copies of fully executed agreements and current insurance certificates are maintained on file.
Works with various departments to purchase special events insurance as needed per event and/or on behalf of third-party vendors.
Reviews certificates of insurance from vendors, ensures proper insurance is obtained per agreements and programs, and communicates with vendors to obtain necessary insurance.
Ensures the maintenance of registration and certificate of ownerships on all corporate vessels, vehicles and trailers.
Assists with DMV renewals and coordinates SMOG inspections with areas as needed.
Maintains and ensures the adherence to the A.S. records retention and destruction schedule, including updates, training, and reminders.
Oversees Public Records Act requests for the Organization in compliance with CSU policies and CA state requirements.
Assists others in the department with special tasks as assigned.
Manages workflow of contracts and related processes.
Partners with A.S. staff to identify cost savings through spending analysis and opportunities for joint contracts and bulk purchasing.
Maintains relationship with campus procurement team.
Stays informed about federal, state, and university policies related to procurement.
Ensures procurement practices align with legal requirements, policies, regulations, and ethical sourcing principles.
Identifies and uses procurement technological systems to carry out duties.
Develops and creates reports for use in analysis.
Evaluates suppliers, goods, and services through bids and proposals and selects the most advantageous supplier.
Researches potential new suppliers for goods and services.
Serves as liaison between the supplier and other departments.
Develops and delivers training to stakeholders on processes and procedures.