PURCHASING MANAGER - Manhattanville College : Job Details

Job Title: Purchasing Manager Department: Finance

Reports to: Controller Effective Date: 6/1/24

# of Direct Reports: 0 # of People Supported: 1

Job Description:

The Purchasing Manager will plan, direct, and manage a wide variety of procurement and administrative activitiesrelated to the purchasing and contracting of materials, equipment, and services on a competitive basis for the University.

Supervisory Responsibilities:

* None.

Duties/Responsibilities:

* Manage the Manhattanville University American Express Corporate Business Credit Card Program to include:

* Processing new cards requested and ensuring proper approvals are submitted;

* Issuing new cards to users;

* Submitting Credit Card Holder Responsibility Forms once completed (by the user) and Credit Limit Authorization Forms once completed (by the area Vice President) to Human Resources for employees' personnel files;

* Updating spending limits when requested; and

* Removing cardholders when they resign/are terminated or when they switch positions;

* Maintaining a Master List of cardholders that is shared with Human Resources and Accounts Payable.

* Reconcile the Amex statements monthly for submittal to Accounts Payable.

* Manage the University insurance renewal applications every year in a timely matter for the July 1st renewals. The University insurance renewal applications include General Liability, Auto Liability, Umbrella Liability, Property, and W/C. Interface with the University's Administration to complete their questionnaire for their respective areas. Submit final applications to the University's insurance broker after necessary approval.

* Correspond with insurance broker to add new vehicles requiring insurance and vehicles that are no longer on the campus to remove insurance.

* Distribute renewed Auto Insurance cards to Administrators every July 1st.

* Report to the University insurance broker and Finance leadership all Campus incidents where accidents have occurred except W/C. Liaise with the Broker for each case.

* Report the status of claims to Human Resources and General Counsel for those cases that remain open and are under litigation.

* Continuously monitor the Certificates of Liability Insurance for all vendors performing on-site services via purchase orders/and or contracts committed by the Purchasing Department or Operations. Prepare mailings to all vendors with expiring insurance to update their coverage to the University on a monthly basis.

* Manage the Intranet site for the Purchasing Department that includes: all Purchasing Procedures, Policies, and Contracts Manual along with Guidelines for Expenditures.

* Develop purchasing standards for various routine purchases.

* Manage the University's online office supplier contract. Notify end users when their budgets fall below allotted expenditures. Add/delete new users to allow for online ordering authorization. Add new budget allocations every new fiscal year.

* Manage the University's water cooler vendor, review monthly invoices for accuracy, and submit them for payment. Conduct annual inventory of campus-wide rented coolers. Report any cooler damages/replacements on campus to the vendor.

* Provide purchasing guidance and leadership to University staff, administrative, and faculty employees (end users).

* Perform all aspects of the Purchasing Department requirements including:

* Source vendors and meet with new prospective vendors;

* Utilize the University credit card for faculty and staff purchases with vendors not accepting purchase orders/online ordering; and

* Commit purchase orders to external vendors for materials and/or services via the Manhattanville University purchasing policies and practices to external vendors referenced on purchase order requisitions via single source, sole source, bids - verbal, informal written, formal written - to afford savings to the University.

* Assure that selected vendors are providing their best ability, best availability, best lead time, and best pricing relative to the materials and/or services being purchased.

* Notify end users and the Budget team when there are insufficient funds for their purchases so they may process a budget transfer.

* Prepare purchasing reports, e.g., savings, documentation of purchases, and any other analyses required.

* Conduct and/or oversee RFP processes and contract negotiation for services and products, ensuring the highest level of business ethics.

* Research and complete all leases, contracts, agreements, addendums, and amendments committed via the Purchasing Department, via, e.g., new purchases expensed via leases.

* Monitor all leases, contracts, and agreements negotiated and/or tracked by the Purchasing Department for the Manhattanville University end users relative to amendments, expirations, renewals, upgrades, clarifications, invoicing, new leases, contracts, and agreements. Create a system that can be shared to track/monitor such leases, contracts, and/or agreements.

* Notify Accounts Payable if terms of payment for vendors are other than N60-N90 to allow for vendor profiles to be updated.

* Work closely with the Accounts Payable Department, staff, and faculty to reconcile invoices against any purchase orders and not against purchase orders.

* Assist staff and faculty with return authorizations of purchases.

* Work with outside vendors to submit credits for taxes paid and authorized returns.

* Support cultural diversity and sensitivity by respecting individual differences and the opinions of those affected by decisions. Work actively within other areas of the University to ensure a spirit of collaboration and teamwork.

* Perform other related duties as assigned.

Required Skills/Abilities:

* Plan and manage time so job responsibilities are accomplished. Must be self-directed, require minimal supervision, and have high independence in accomplishing the position's responsibilities.

* Use effective problem-solving and decision-making skills to find and implement solutions.

* Proficient knowledge of how to compose formal Requests for Proposals (RFPs), write the scopes of work for the RFPs, bid them out, analyze the bidders' proposals, present this analysis, and award the requirements to the winning bidders.

* Use effective oral, written, and electronic communication skills that promote positive relationships.

* Accept responsibility and ownership for decisions, actions, and outcomes.

* Microsoft Office experience

Qualifications:

Education:

* Bachelor's degree required,

* Master's degree preferred.

Experience:

* 5-10 years of Purchasing and contracted services at a college, university, and/or company preferred.

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer.

Salary:

This is an exempt position with a salary range of $62,500-$65,000.

Hours Expectation:

Full-time, 35 hours per week

Housing:

Housing is not provided.

Benefits:

Manhattanville University also offers a highly competitive and comprehensive benefits package, including tuition remission. For more information regarding benefits, please visit our benefits page: Manhattanville Benefits

Apply:

For consideration, send a cover letter and CV/resume to [email protected].

Applicant Data Survey:

Please take a few minutes to complete Manhattanville's Applicant Data Survey. Applicant Data Survey

Manhattanville University is committed to equality of educational opportunity and is an equal-opportunity employer. The University does not discriminate against current or prospective students and employees based on race, color, sex, national and ethnic origin, religion, age, disability, or any other legally protected characteristic. If you are unable to complete this application process due to a disability, contact Manhattanville Human Resources at [email protected] to ask for accommodation or an alternative application process.

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