Instructional Materials Sourcing Coordinator, DCP - 24630

Position Summary: The Instructional Materials Sourcing Coordinator in the Division of Contracts and Purchasing (DCP), will join a team that plays a critical role in supporting efforts to increase the participation of Minority and Women Owned Business Enterprises (MWBE) provided to DOE schools and central offices for sourcing of vendors providing instructional materials.

The Instructional Materials Sourcing Coordinator is part of a team that plays a critical role in supporting instructional materials to the City’s schools. Under supervision of the Associate Director, Instructional Materials Procurement Unit, with latitude for independent initiative and decision-making, the Coordinator is responsible for the preparation of packages of instructional books and software that will be evaluated by a pedagogical team. The Instructional Materials Sourcing Coordinator prepares summary analyses and makes recommendations to supervisory staff to ensure contract compliance.

The Instructional Materials Sourcing Coordinator will also collaborate with DCP staff and central office teams to coordinate and review publicly posted requests submitted to the Chancellor’s Committee on Contracts (COC) and the Panel for Educational Policy (PEP) for approval. They will develop communications and materials for community-based inquiries for updates on policies and operational needs. Performs related work.

Reports to: Associate Director, Instructional Materials Procurement Unit

Direct Reports: N/A

Key Relationships: Division of Contracts and Purchasing (DCP), Division of Financial Systems and Business Operations (FSBO), and other internal and external stakeholders.

Responsibilities

• Serves as liaison with the Office of Equal Opportunity, DIIT, and the Division of Teaching and Learning to expand the pool of qualified, MWBE certified, community-based service providers.
• Coordinates between DCP and community contractors and business representatives to ensure resolution of logistical issues and facilitate meetings as necessary.
• Extracts and reviews standard reporting documents and conducts thorough analysis of all documents submitted for review, including MWBE and unit status reports.
• Provides MWBE statistical information for community-based providers if instructional materials.
• Monitors, tracks, and maintains expenditure reports and invoices for operational fees.
• Coordinates the preparation of FAMIS submissions to ensure conformity and compliance with the Department’s rules and regulations.
• Responds to inquiries by researching historical vendor submission information in various databases, e.g., FAMIS and SharePoint.
• Prepares instructional materials for pedagogical reviews.
• Manages sourcing initiatives for special projects assigned by supervisory staff.
• Follows up with NYC Department of Education (NYCDOE) and non-NYCDOE offices to ensure that all duties above are performed properly.
• Ensures contract documents submitted by clients are in compliance with NYCDOE rules and regulations.
• Develops and monitors project management timelines and spreadsheets and coordinates contract specifications. This includes developing descriptions and specifications in an effort to establish routine requirements.
• Reviews statistical data and documents for sufficiency of authority and work plan/budget.
• Performs appropriate background checks including review of PASSPort Questionnaires and Office of Equal Opportunity data.
• Monitors operations of DCP/Office of Legal Services (OLS) systems to initiate contract drafting and the signature process.
• Acquires other required documents from community-based providers, e.g., PASSPort Certificate of No Change, Insurance Certificate, doing Business Data Form, etc.
• Performs all research and administrative functions related to the above and other duties as assigned.
  
  

Qualification Requirements

Minimum

• A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
• High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
• Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.
  
  

Plus

In addition to meeting the minimum requirements, individuals must have two additional years of the experience described in "1" above

Preferred

• Strong data analysis skills with high proficiency in the use of data analytic software. e.g., Excel, Access.
• Excellent writing, presentation, and public speaking skills.
• Ability to adhere to multiple deadlines.
• Experience working in a team environment and adhering to deadlines; ability to multitask.
• Familiarity with DOE-specific enterprise systems, e.g., FAMIS, COGNOS, CTS, and CPS.
  
  

Salary: $69,844 - $85,000

(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not earn less than their current salary.)

Please include a resume and cover letter with your application.

NOTE: The filling of all positions is subject to budget availability and/or grant funding.

• New York City Residency is NOT Required *
  
  

We encourage all applicants from the New York City tri-state area to apply.

AN EQUAL OPPORTUNITY EMPLOYER

DOE Non- Discrimination Policy

The Department of Education of the City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment upon any legally protected status or protected characteristic, including but not limited to an individual's actual or perceived sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, gender identity, veteran status, or pregnancy. For more information, please refer to the DOE Non-Discrimination Policy.

Public Service Loan Forgiveness As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education's website at https://studentaid.gov/pslf/.