What are the responsibilities and job description for the Assistant Director position at Pittsburg State University Career Site Minimal?
Pittsburg State University is accepting applications for Assistant Director in the Purchasing Department. The primary function of the Assistant Director position is primarily responsible for establishing contracts, overseeing the bid process, maintaining operations of the Oracle Cloud procurement modules and assuring accuracy of the University Capital inventory. The individual is held accountable to achieve various goals and objectives.
Duties and Responsibilities:
Manage Procurement Bid Process - 30%
- Collaborate with stakeholders in various roles on campus to identify procurement needs and potential solutions.
- Create bid documents to include stakeholder specifications and State of Kansas procurement policies and law.
- Solicit potential vendors for bid opportunities, act as primary point of contact for bids.
- Collect, analyze, and summarize bids, and collaborate with stakeholders to evaluate award criteria.
- Develop and implement contracts with vendors for awarded bids.
- Evaluate and single source procurement requests.
- Negotiate contract extensions with existing vendors.
- Identify and evaluate State of Kansas and/or Cooperative contracts to best meet campus needs.
Manage Oracle Cloud (Gus Cloud) Procurement Module - 20%
- Keep informed of upcoming system updates that affect the procurement modules.
- Conduct quarterly update testing prior to implementation.
- Administration of procurement access by role assignment.
- Utilize OTBI to create customized reports for business process analysis.
- Troubleshoot and resolve system issues either by direct resolution or by Oracle Service Request guidance.
- Collaborate with punch out vendor representatives to address issues with punch out sites & orders
- Develop and update training material for Gus Cloud Procurement end users.
- Campus primary contact for Gus Cloud Procurement.
Manage Procurement Card Program - 10%
- Subject matter expert for the program.
- Responsible for troubleshooting any issues between host bank file transfers and Gus Cloud, and collaborating with PSU ITS and bank representatives to resolve.
- Backup for daily administration tasks.
Manage Supplier Creation/Update Process - 10%
- Campus subject matter expert for supplier creation/update tasks in Gus Cloud and the State of Kansas SMART Supplier Database.
- Backup for supplier creation/updates as needed.
- Manage and troubleshoot supplier request process utilizing Microsoft Forms, Power Automate, and SharePoint Lists.
Manage Capital Inventory – 10%
- Responsible for oversight of University capital inventory.
- Develop and implements inventory policies and procedures.
- Review/approve all inventory deletions, corrections, additions and changes.
- Audit physical inventory and trains departments in proper methods to maintain inventory.
- Prepare annual inventory reports and work with the Business Office as required.
- Work in GUS Cloud to maintain records and configure the system as necessary.
Supervise Purchasing Office Employees - 10%
- Responsible for the hiring, supervision, and training of staff and students.
- Responsible for keeping purchasing office area staffed.
Other Duties 10%
- Other duties as assigned by Director of Purchasing.
Education and Experience:
Required Education and Experience at Hire -
- Bachelor’s Degree in business or related field
- Three years purchasing or related experience.
Preferred Education and Experience -
- Five years purchasing or related experience.
- Five years working with a modern purchasing or finance system
Screening Services (Background Checks): Your employment with Pittsburg State University is contingent on a satisfactory criminal background check and sex offender check.
Job Type: Unclassified
Appointment Duration: 12 months
Work Schedule: Full Time – Monday through Friday, 8:00 am – 4:30 pm
Application Documents Required*:
- Cover letter
- Resume
- Names and Contact Details for Three (3) Professional References
*Consolidate documents into a maximum of 2 to upload.
Position is open until filled.
Visa Sponsorship is not available for this position
Search Committee Chair: Jim Hughes (thughes@pittstate.edu)
PSU will only accept applications submitted through this process.
Pittsburg State University is an Equal Opportunity and Affirmative Action employer. We are committed to creating an inclusive environment for all employees.