Purchasing Manager

Insurance Program(s)

1. Review insurance coverage (liability, casualty, worker’s compensation, etc.) in consultation with the Illinois Community College Risk Management (ICCRMC) consultant to ensure that appropriate coverage levels are in place to protect the College from loss at a reasonable cost.

2. Work with the CFO to coordinate the renewal of all property, casualty, and liability insurances (liability, casualty, worker’s compensation, etc.).

3. Timely processing of claims; collaborate with College attorney, Human Resources, Facilities, CFO, and insurance consultant as necessary.

4. Monitor and maintain a vehicle insurance compliance program.

5. Coordinate and evaluate the usage of College-owned or leased vehicles.

6. Work with the CFO on developing and implementing risk management activities to reduce exposure to loss and in conjunction with Human Resources, Facilities, IT, Safety Committee, and ICCRMC, and others as necessary.

1. Maintain College purchasing procedures to ensure efficient operations and compliance with applicable Board Policy and State of Illinois Statutes.

2. Develop and update the College’s purchasing strategy and implement purchasing processes. Train campus colleagues on purchasing processes and procedures.

3. Develop proficiency with Colleague and/or other software/technology to maximize system usage and provide suggestions to streamline the purchasing process.

4. Review and approve purchase orders.

5. Schedule deliveries and ensure timely fulfilment of orders, if applicable.

6. Maintain record of goods ordered and received.

7. Evaluates prospective vendors based on quality, timeliness, and price.

8. Monitor College purchasing activity to ensure compliance with College procedures, Board Policy, and State of Illinois Statutes.

9. Identifies diverse suppliers and tracking reporting and achieving diversity goals. Remains knowledgeable of the regulatory requirements applicable to diversity goals and incorporating into purchasing documents appropriately.

10.Serves as the liaison between Purchasing and campus departments in the establishment and clarification of purchasing procedures.

11.Assists with resolving problems and issues arising from purchase of services, supplies and equipment with internal and external clients. Resolves discrepancies on shipments and invoices.

12.Assists with the coordination of disposal of surplus capital equipment, including recommendations to the Board of Trustees, tracking, record keeping, and sales according to State statute and Board of Trustees policy.

13.Review and maintain the College’s memberships and participation in purchasing groups and consortia to ensure efficient procurement of goods and services.

14. Evaluates opportunities to improve inventory and supply needs across the campus.

Bids/Contracts

1. Independently develop formal bid and Request for Proposal/Qualifications (RFP and RFQ), Request for Bid, Request for Information, Invitation to Bid, etc. documents, as required, for College purchases. Collaborate with internal customers (various campus departments) and external constituents to create solicitation(s) required.

2. Prepare and update the College website regarding anticipated bids, proposals, and approvals

3. Review all College contracts (for renewal terms, payment terms, insurance clauses, etc.) before submission to Chief Financial Officer/Treasurer for final approval

4. Negotiate prices and contracts with College vendors

Other

1. State reporting for Business Enterprise Program and other agency compliance as required.

2. Assist the Business Affairs area with the annual audit and year end processing

3. Maintain currency in trends in procurement and purchasing processes, procedures, technology, and accounting trends.

4. Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities in carrying out the mission of the college.

5. Maintains a high level of ethical behavior and confidentiality of information required by the position.

6. Assume additional duties as assigned by immediate supervisor.

1. High School Degree or Associate Degree

2. Purchasing, Procurement and/or Business Enterprise Program experience desired

3. Proficiency with MS Office (Word & Excel at a minimum) required and computerized accounting systems.

4. Demonstrated oral and written communication skills.

5. Must be detail oriented and focused on accuracy.

1. Bachelor or Master’s degree in business or related functional area.

2. Minimum 5 years purchasing, procurement, or Business Enterprise Program experience, including consortia and an understanding of the State of Illinois guidelines.

3. Colleague/Datatel experience, especially in a collegiate setting.