Assistant Director, Business Services

Position Details

The Business Services Department at The University of Tampa has an opening for an Assistant Director. Under the general direction of the Director of Business Services, the Assistant Director oversees and implements comprehensive auxiliary programs and services for the University. This position provides support in areas related to Purchasing, Supplier Relations, Contract Management, Building Access Controls, Video Management Systems, Parking Gates, Vending, and Laundry.

This position is designated as an essential employee and may be required to report to work as scheduled when University offices are closed due to severe weather or other conditions.

Duties and Responsibilities
1. Provides coordination, planning, development, and implementation of comprehensive programs related to all functional areas of Business Support Services.
2. Serves on various task forces, committees, and councils as directed. Attend local, State, and national conferences as directed.
3. Assists with managing the departmental budgets for Business Services.
4. Supervises and evaluates specific Business Services staff providing feedback, direction, and guidance, as well as establishing goals, objectives, and priorities.
5. Trains or facilitates training for Purchasing, Access Controls, and Video Management Systems.
6. Assists with project management including the coordination of work, defining schedules, requests for quotes, and management of budget.
7. Participates in the design and oversees the work of contractors who install access control and video surveillance equipment in campus-wide new construction and remodel projects by reviewing plans for all access control, video surveillance, and life safety to be certain work meets the University’s standards.
8. Responsible for scheduled maintenance, cleaning, and minor repairs or adjustments to devices and equipment, including but not limited to access control, and video surveillance. Keeps equipment updated and operational, meeting required local, state, federal, and ADA requirements.
9. Responds to phone, email, voicemail, verbal and written work orders regarding access control and camera issues, and work closely with vendors to assure timely resolution of service issues.
10. Assists with annual systems testing.
11. Provides administrative direction, manages, and coordinates the product/services development, production, marketing, and administrative activities of the University’s ID Card Office. Develops, implements, and oversees the operating policies and procedures for the carding office. Supports badging system integrations, mapping, and software updates.
12. Manages and coordinates room and building access schedules for campus needs, including special events.
13. Develops, coordinates, maintains, and recommends improvements and modifications to ERP systems and associated applications related to all Purchasing and Procurement functionalities.
14. Assists with the issuance of Purchase Orders.
15. Assists with tracking and receiving orders when needed.
16. Assists with vetting and compliance of prospective suppliers.
17. Research partnerships with Purchasing Cooperatives and other cost-saving opportunities.
18. Coordinates year-end reviews and maintains relationships with suppliers.
19. Assists with Supplier Diversity initiatives.
20. Assist with monthly and annual fiscal closing of requisitions and purchase orders.
21. Assists in guiding the overall solicitation process, including specification development and revisions, issuance, evaluations, methodology, and award recommendation.
22. Assists with the development and issuance of formal Request for Proposals, Request for Qualifications, and Invitation to Bids.
23. Assists with the solicitation submittals process, including issuing all associated addenda and conducting pre-proposals.
24. Provides input in the development and/or revisions of procurement policies and procedures.
25. Maintains current knowledge of purchasing best practices through vendor contact, organization membership, and continual professional development.
26. Assists with contract management.
27. Maintains appropriate records as required.
28. Performs other related duties as assigned.

29. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with other cultures and backgrounds.

Minimum requirements

• Bachelor’s degree from an accredited institution.
• Work experience in the higher education setting.
• Basic understanding of local networking.
• The ability to communicate clearly and concisely, verbally and in writing.
• Able to multitask and work independently.
• Valid Driver’s License.

Highly Preferred

• Experience with building access controls and security camera knowledge.
• Experience with Purchasing and Procurement practices.
• Working experience in a university setting or similar not-for-profit environment.

Knowledge, Skills and Abilities
Knowledge of:

• Basic project management best practices.
• Knowledge of Procurement and Purchasing.
• Knowledge of Access Control and Video Management Systems.

Skills in:

• Operating a computer and various software packages.
• Problem identification and problem-solving.
• Excellent oral, written, and presentation skills.

Ability to:

• Work independently and prioritize multiple tasks and adapt to needed changes.
• Comprehend technical language and read and interpret blueprints, wiring diagrams, and schematics.
• Effectively communicate both in writing and verbally.
• Effectively prioritize work requests.
• Exercise considerable judgment and initiative.
• Manage time effectively.
• Interact positively with staff and the public in a diverse academic setting in order to enhance effectiveness.
• Stay abreast of changes in security technology.

Required Attachments

Please be sure to attach all required documents listed below in the attachment box at the bottom of the "My Experience" page of the application before continuing through the application.

1. Cover letter

2. Resume

Work Schedule

Monday-Friday, 8:30 a.m. to 5:00 p.m.

Summer: Monday-Thursday, 8:00 a.m. to 5:30 p.m.

This position may require occasional evenings and weekends as security issues could occur at any time.

The University of Tampa offers great benefits to include:

• FREE Tuition
• Generous paid leave
• Wellness initiatives
• 100% Employer-Funded Health Reimbursement Account
• 100% Employer-Paid Short & Long Term Disability Insurance
• 100% Employer-Funded Employee Assistance Program
• Discounted On-Campus Dining Meal Plans
• FREE On-Campus Parking
• FREE Access to Campus Amenities (pool, library, campus events and more)
• Fitness Center
• Pet Insurance
• Flexible Spending Accounts
• And more!