Job: Executive Director of Purchasing and Campus Services

Title Executive Director of Purchasing and Campus Services
Categories Procurement
Position Department Purchasing
City/State Waltham, MA
Institution Bentley University
Position Summary

The Executive Director of Purchasing and Campus Services oversees and is responsible for university Purchasing and Strategic Sourcing, the Corporate Card Program and all outsourced Administrative and Campus Services including; The Conference Center At Bentley, Barnes & Noble Campus Bookstore and Convenience Store, IST Mail Services, Conway Copy Center, among others. Internally, this position manages Business Travel and Records Management Programs.

This position serves as key liaison and contract manager for outsourced services including Automatic Laundry, WB Mason Office Supply, Read Refresh Beverage, Pepsi Beverage, Sodexo Vending, Conway Convenience Copy, etc. The position is instrumental in facilitating critical contract negotiations and capital commitments, project management, real estate transactions and asset management. As the leading liaison between the university and outsourced business partners, the Executive Director is responsible for all related business transactions. In addition to managing an in-house department, this position oversees the delivery of campus services by outside vendors/service providers which involves weekly management meetings, monthly corporate compliance reviews and necessary contract renegotiations. This position is authorized to incur financial obligations on behalf of the university via Purchase Orders, Contracts and Agreements, in conjunction with University General Counsel and the Vice President of Administration and Finance. The Executive Director defines policy and monitors compliance to maximize the use of university funds. Through strong relationships with external business partners and internal constituents, this position provides an executive presence in negotiating sound business transactions.

Responsibilities, Duties, and Functions of this Position

Essential Duties

  • Develops short and long-term procurement strategies and manages business transactions on behalf of the university. These transactions include both acquisition and disposition initiatives for equipment and real estate. Defines departmental goals and objectives, directs and appraises personnel and adjusts the organizational structure as needed. Develops and administers multiple cost center budgets, conducts needs analysis, researches state-of-the-art products and services, writes specifications, develops requests for proposals and conducts bid processes. Final analysis, vendor selection and contract negotiation conclude this process. Guides staff in managing complex bidding activities and performs final negotiations for all major contracts and working with General Counsel for final review of contract terms as needed.
  • Manages projects and oversees project management delegated to staff. Evaluates project scope and assumes full responsibility for project management or monitors projects assigned to staff. Project management involves evaluation, planning, scheduling, needs assessment, RFP development, bid solicitation, vendor selection and management through completion. Contributes to the annual budget review of the institution playing a major role in budgeting and the prioritization of projects.
  • Manages contracts including raising capital, fostering vendor relations, cost containment, revenue reporting, identifying changing needs, monitoring compliance, facilitating review committees and acting as liaison to campus departments. Works with corporate liaisons to modify contracts, negotiate addenda and select qualified site managers. Meets weekly with outsourced “managers in-residence” who report directly him/her.
  • Leads business process review initiatives resulting in systems development and reengineering. Performs operations reviews, cost-benefit analysis and determines the value of maintaining functions in-house. Several business process reviews that have resulted in outsourced solutions including; Campus Mail Services, the Copy Center, Shuttle Service and Custodial Services. Program design and development projects have included the Corporate Card, Records Management and Business Travel programs.
  • Guides professional staff in managing complex bidding and negotiating initiatives and establishes working relationships with suppliers and contractors. Aggressively monitors local and national markets seeking opportunities and new innovations. Fosters essential business relationships to provide necessary resources to support university operations. Develops and promotes university standards for products and services of common usage and/or best value.
  • Develops relationships with consortia, professional organizations and the community including: the Mass Higher Education Consortium, the National Association of Educational Procurement, NACUBO, The Boston Consortium, the Educational and Institutional Cooperative, the Institute for Supply Management, and the City of Waltham.

Marginal Duties

  • With responsibility for facilitating the sale of university owned real estate, the Executive Director analyzes markets, determines pricing, orchestrates marketing plans, retains brokers, negotiates final sales and is granted power of attorney to convey title. Evaluates properties offered as gifts to the university to determine a recommendation to accept or decline. Maintains knowledge of local real estate market and available properties and recommends further review as deemed desirable to the university. Negotiates and manages lease and barter agreements for real estate owned or leased by the university and works with General Counsel as each transaction demands.
Required Qualifications

Minimum Qualifications
Bachelor’s degree with ten-plus years of professional contract administration, negotiation, management and purchasing experience and strong business acumen. Ten-plus year’s progressive managerial experience including personnel development, prioritization and delegation of duties, budget planning, revenue management, establishing internal operations, policy and productive working relationships with colleagues and customers.

Extensive project management experience including, planning, scheduling, monitoring budgets and facilitating through completion. Experience in comprehensive contract management of major outsourced services, acting as key client to outsourced contractors and managers. Ability to work with corporate liaison in ongoing problem resolution and renegotiation of contracts as changing needs require.

Experience and fluid understanding of leasing cycles. Experience in creating efficient operations management systems through review, re engineering, implementation and outsourcing. Excellent analytical, negotiation, persuasive communication, conflict resolution and presentation skills. A strong knowledge of business law and the legal aspects of external business affairs.

Strong working knowledge of multiple Windows based applications. Excellent written and public communication skills.

Preferred Qualifications
Master’s Degree in Business Administration or Management is desirable. Certified Supply Management Professional Certification (C.P.S.M.), Certified Purchasing Manager Certification, and (C.P.M.) are preferred. 15 years of directly related experience is highly desirable.

Must hold and maintain a valid, unrestricted United States driver’s license, with an insurable driving history as determined by Bentley’s insurance carrier.

Additional Information

Supervisory Responsibilities
Manage staff including two Associate Directors and an Administrative Specialist. This position also evaluates the work and services of the Campus Bookstore Manager and the Mail Services Manager.

Work Environment
Normal office environment. Required to regularly visit all campus facilities for business meetings and site visits to construction areas as necessary. Required to make frequent day and evening trips to other institutions, board meetings, manufacturers, civic functions, conferences and professional and consortia meetings. Overnight travel to conferences and vendor site visits are required as necessary.

Physical Demands
As this is an Exempt level position, extended hours and weekend work will be required as necessary.
Frequent visits to meetings or projects, both on and off campus, are required of this position. Involves some fatigue and eye strain due to time spent at the keyboard in preparing or analyzing reports, preparing detailed agreements, reviewing legal documents, etc…

Bentley University requires references checks and may conduct other pre-employment screening.

Application Link and Instructions