What are the responsibilities and job description for the Procurement and Contracts Manager position at usm?
Job Summary
The Procurement and Contract Manager performs complex, professional level
tasks associated with the procurement of goods and services on behalf of the
University of Southern Mississippi. Responsibilities include formal and
informal purchasing decisions, contract negotiations, scope of work
development, and all maintaining all formal documentation related to the
procurement process. The Procurement and
Contract Manager directs and coordinates the day-to-day activities of the
purchasing function at the University by applying designated procurement policies,
procedures, and laws as mandated by the University, IHL, and the State of
Mississippi. This
position also serves as an official purchasing agent with
full authority to legally obligate the institution to acquire goods and
services and coordinate the
university’s contract management process.
Considerable independent judgment is required to carry out assigned duties.
Primary Duties and Responsibilities
- Coordinates procurement methods on behalf of the University to ensure all technical and administrative functions related to purchasing of goods and services are consistent with University, IHL, and state policies and procedures. Plans work procedures, makes assignments, recommends purchasing methods, and reviews work for accuracy and conformance to institutional policies and state laws.
- Supervises and guides buyers and purchasing card personnel within the Procurement department to ensure compliance with state purchasing laws, reviews purchase requests and maintains the state’s purchasing certification requirements. Acts as a primary procurement liaison between Hattiesburg, Gulf Park, GCRL, and any satellite University locations to ensure consistency and compliance with state and federal procurement regulations.
- Evaluates and determines how customer requests for nonstandard or complex purchases should be processed; evaluates and recommends awarding of complex and non-standard procurements on behalf of the University in association with campus units. Maintains USM Purchasing and Technology policies and procedures and identifies opportunities for process improvements.
- Coordinates the advertisement of bids/RFPs in newspapers as well as submits them online to OPTFM as required by law, maintains the bid file, returns bid bonds (if applicable). Prepares documentation such as specifications, legal advertisements, bid tabulations, vendor notifications, addenda, and other pertinent documents. Utilizes the State of Mississippi’s MAGIC system to post bids and request Approval to Purchase (P-1) for bid awards and sole source acquisitions
- Assists Director of Procurement with reviewing and negotiating procurement contracts and investigates any violations of such contracts; develops and educates faculty and staff in purchasing and contracting procedures to help ensure compliance with policies and applicable law. Consults with USM General Counsel as necessary and prepares contracts for signature.
- Facilitates the university’s contract management process, policies, and procedures. Develops and maintains training and communications for campus constituents to ensure compliance and understanding of the contact submission process.
- Assists with the management of the University’s purchasing card program to ensure compliance with state purchasing laws, review purchase requests, and facilitate policies and procedures that ensure compliance with state laws and IHL policies. Investigates ways to improve purchasing methods and purchasing card spend consistent with applicable state laws.
- Pursues professional self-development opportunities and provides staff training to maintain current knowledge of the procurement requirements regarding the state purchasing laws, IHL guidelines, and the Mississippi Information Technology Services procedures.
- Performs other duties as assigned.
