Assistant or Associate Director, Office of Procurement

We are hiring for either an assistant or associate director-level role. The final offer will be based on the individual's qualifications.

Serving in the Office of Procurement in Financial Planning and Operations, a subdivision of Administration and Finance, the role’s primary responsibilities are to assist the director in the overall management and administrative direction in all aspects of the purchasing department. The position is responsible for overseeing Procurement operations, supporting the Director in developing strategy, procuring goods and services based on best value and price, and effectively and efficiently establishing and administering institutional contracts. Obtain full and open competition using competitive procedures in accordance with USM and institutional policies, procedures and the NAEB Code of Ethics. Actively support the State of Maryland Minority Business Enterprise and Small Business programs. Develop and enhance relationships with campus business partners.  Provide direct supervision for contract specialist and purchasing card program specialist. Authorize and sign contracts and other procurement documents in the director’s absence.  Provide oversight to the purchasing card program.

We look forward to receiving your required electronic application with a cover letter and resume and learning about your interest in and qualifications for our vacancy.  Please save your required cover letter and resume as one document (please make the file name short and without spaces or special characters) and attach it in the resume location. To apply, visit

Key Functions/Responsibilities/Tasks:

Procurement of Goods and Services
Assist customers in a senior -level role in development of needs, including selecting vendors and evaluating the specifications to prevent restrictive or proprietary specifications.  Ensure full and open competition utilizing proper procurement method (simplified, cooperative purchasing, competitive sealed bidding, competitive sealed proposal, sole source, etc.), perform cost, price or revenue analysis, and evaluate offers for best value as appropriate.  Confirm funding and required approvals.  Issue purchase orders and contracts within signature authority.  Prepare purchase orders, contracts and other procurement documents for approval by the Director.  

Contract Development, Management & Administration
Based on analysis, establish contracts in anticipation of customer requirements with repeatable terms.  Ensure contracts are renewed, updated or rebid in advance of renewal or expiration term.  Perform contract administration as necessary (cradle to grave) including contract award, contract kick off meetings as necessary, resolution of disputes, timely issuance of renewal or termination, contract close out, contractor transition planning and management. Ensure prospective contractors are responsive and responsible.  Serve as a liaison between vendors and the institutional unit in developing and administering contracts and in issue resolution.  Negotiate terms and conditions of contracts requiring institutional sign off.
Document procurement files completely, accurately and in compliance with all policies, procedures and standards.  

Supervise and manage the Contract Specialist and Purchasing Card Program Specialist position to include assigning and reviewing work, providing guidance and instruction and conducting performance appraisal. Provide ongoing training and development to contract specialist. Supervise the operations and staff, in the absence of the Director, including authorizing and signing of contracts and procurement documents.  
Provide oversight to the Purchasing Card Program to include approval on card issuance and credit increases.
Make policy, business processes and standards improvements and as needed, create new procedures.  
Assist the Director in completing reports to the Governor’s Office of Small, Minority and Women Business Affairs (GOSBA), and service as the Minority Business liaison.

Technology and Data Super User
Become a subject matter expert in the use of the Enterprise Resource Planning Tool and any other systems that support the unit’s efforts.  Manage system set-up, end user training and perform required testing.  First line support for system issues and the reporting of technical issues to the technology team.  Assist in the analysis and resolution of procurement module issues.  Provide regular analyze system data and reports for data driven decision-making and to detect and monitor purchasing trends.    

Required Education:
Baccalaureate degree in Business Administration, Procurement, Finance or related degree

Preferred Education:
Master’s degree in Business, Accounting or Finance.   Certification by a national professional purchasing organization to include CPPO, C.P.M., CPSM or CPSD.

Required Experience:
Three to five years of progressively responsible in procurement and materials management, including two years in a supervisory capacity. Proven familiarity working with an ERP/integrated technology, including data extraction and presentation of data in a format suitable for executive decision-making is required.  Strong oral/written skills and the ability to perform with a high degree of diplomacy, integrity, confidentiality and professionalism are required.

Preferred Experience:
Knowledge of the State of Maryland and University System of Maryland Procurement Code and/or experience with procurement in a University environment or general knowledge of public procurement.

Required Knowledge, Skills and Abilities:
Demonstrated skills communicating broad-based, complex information, policies and procedures to all levels of the University.  Experience provide clear and concise analysis and summaries of procurement data, respond effectively to questions and prepare material in response to inquiries. Demonstrated skill in setting direction and vision for procurement activities including the establishment of priorities, the development of policies and procedures, and the appropriate allocation of resources.  Skills in presenting business and operational challenges with proposed solutions, to diverse audiences including leadership and vendors; and developing solutions using substantial creativity, resourcefulness, negotiation, and diplomacy. 

Demonstrated broad and comprehensive knowledge of business theories, concepts and practices and the ability to apply this knowledge to complex, difficult, and unprecedented situations. Demonstrated skill in complex and abstract problem-solving abilities.  Demonstrated ability to perform professionally employing inherent customer services strategies, exercising judgment, discretion, ethics, confidentiality and leading by example.  Skill in establishing goals, structures and processes for staff that align with the institution’s long-term strategic plan and vision and short-term priorities.  Demonstrated leadership, coaching and teambuilding skills to strengthen and cultivate relations with the Financial Operations peers, institutional finance managers and USM colleagues.

Skills in influencing and leading others outside of reporting lines to achieve common goals and deadlines.  Demonstrated ability to work collaboratively with peers and senior leadership inside UB, USM and the State of Maryland, and to discharge fiscal responsibilities.   Proven applicable experience working in and extracting data from an Enterprise Resources Planning (ERP) system, business analytics or other relevant system application or software. Demonstrated understanding of procurement technologies including ERP procurement systems and current technologies.

Salary: Commensurate with qualifications

• excellent tuition remission benefits
• outstanding health benefits plans and rates
• at least 11 paid holidays each year
• 40 days of annual, personal, and sick leave each year, including 20+ annual leave days
• great retirement plans

The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.

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