Director, Procure to Pay Services - Worcester State University

OFFICIAL TITLE: Director, Procure to Pay Services
SUPERVISION RECEIVED: Associate Vice President for Administration and Finance
SUPERVISION EXERCISED: Subordinate professional and classified staff

General Statement of Duties: The Director, Procure to Pay Services has oversight of and responsibility for the university's day-to-day procurement and accounts payable operations. The incumbent ensures compliance with state, federal, agency, and university regulations, policies, and procedures. Provides direction and leadership to the department staff, as well as University stakeholders, in unit operations, with an ongoing focus on customer service, cross-divisional and cross-departmental operational efficiencies, and strategic cost savings. Direct responsibility for completion of bidding/rfp processes.

Responsibilities:

(E) = Essential

• (E) Oversees all procurement and accounts payable operations; ensures compliance with state, federal, agency, and university regulations, policies, and procedures; reviews and approves purchases, payables, and reimbursements accordingly.
• (E) Supervises procurement and accounts payable staff; ensures proper training, certification, and knowledge on all matters, as applicable, and related to the function of their position.
• (E) Evaluates, recommends, develops, modifies, and publicizes university policies and procedures related to procurement, pro-card, accounts payable, travel and expense, contract review and approval, and other related department responsibilities as necessary.
• (E) Administers the university bid process and requests for proposals for goods, services, and equipment; works with departments to develop and prepare solicitation documents and technical specifications to ensure the university is conducting best value procurements that follow state rules and regulations.
• (E) Facilitates the process for building construction contracts, public works contracts, architectural/engineering contracts, and service contract and agreements, ensuring compliance with all relevant state and federal laws and state contract requirements.
• (E) Oversees vendor contact during bidding/rfp/related processes; responds to vendor issues and determines appropriate resolutions, handles bid process responses and awards, qualifies vendors for university business; conducts reference checks, and assesses vendor eligibility and debarment lists
• (E) Ensures all vendor records, purchase orders, contracts, payments, travel and expenses, reimbursements, encumbrances, maintenance, or records for university tax-exempt lease purchases, contract renewals, and associated bid/RFP processes are completed accurately, recorded correctly, and approved in accordance with university policies and procedures, and applicable state and federal rules and regulations.
• (E) Provides and/or facilitates consultation, training, and service to faculty, staff, and vendors pertaining to the university's processes and procedures including but not limited to the bid/RFP process, encumbrance management, invoices, requisition and purchasing processes, payment processes, and similar topics, and resolving problems related to these functions.
• (E) Develops and maintains positive, professional working relationships with internal and external constituents including but not limited to faculty and staff, vendors, Massachusetts Attorney General's Office, State Comptroller, Operational Services Division, COMMBUYS, and MHEC.
• (E) In conjunction with the AVP, identifies and establishes strategic plans for department operations that emphasize efficiencies, cost savings, compliance, and customer service; works with team to implement business process improvements toward achieving operational excellence and maximizing system capabilities
• (E) Identifies and minimizes risk; collaborates with supervisors, risk management and others to identify and implement appropriate internal controls to ensure proper processes for securing information, appropriate checks and balances for execution of departmental duties.
• (E) Serves as the university signatory for purchase orders and other functions as delegated by the VP/AVP.
• (E) Manages the departmental budget.
• (E) Conducts annual review of policy, procedure and process documentation; updates accordingly; reviews and request updates or changes to written materials and department website as needed.
• (E) Oversees the response to requests relevant to procurement processes, contracts, vendors, payments, and related records as required by the Massachusetts Public Records law.
• (E) Collaborates with university division and department leaders to identify and assess opportunities to generate cost savings and realize operational efficiencies through the procurement process.
• (E) Serves on committees and working groups, as assigned.
• (E) Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students.
• (E) Responsible for contributing to the WSU Strategic Plan.
• (E) Responsible for contributing to Equal Opportunity/Affirmative Action objectives.
• (E) Performs other duties as assigned.

Required Qualifications:

• Bachelor's degree in business administration or similar field.
• A minimum of 5 - 7 years of professional experience in procurement and accounts payable.
• At least 3 years of experience as a supervisor.
• Demonstrated experience in independently drafting and analyzing RFPs, RFQs, RFIs, contracts, business documents, and/or other agreements while ensuring compliance with applicable laws, guidelines, and prime contract terms.
• Massachusetts Certified Public Purchasing Official (MCPPO) designation or ability to acquire within one year of hire.
• Knowledge of accounting and system operations as they related to purchasing and accounts payable.
• Strong time management and organizational skills with ability to effectively balance multiple priorities with competing deadlines.
• Proficiency with Microsoft Suite (Word, Excel, PowerPoint) and Google Docs, Sheets, and similar programs.
• Ability to set clear goals, establish plans, and effectively communicate them with procurement and accounts payable staff.
• Excellent customer service skills.
• Strong leadership skills.
• Excellent verbal and written communication skills.
• Ability to successfully pass a thorough background check and CORI check.
• Ability to perform the essential functions of the position with or without reasonable accommodation.

Preferred Qualifications:

• Master's degree.
• Experience in a higher education or Commonwealth of Massachusetts environment.
• Experience with Colleague.
• Experience with MMARS.
• Active Massachusetts Certified Public Purchasing Official (MCPPO) designation.
• Knowledge of M.G.L. and Federal regulations guiding procurement practices.

This is a full-time, benefited, exempt, professional APA position. The firm annual salary range for this position is $105,000-$110,000, commensurate with education and experience.

Here at Worcester State University, it is strongly recommended that all employees be vaccinated against COVID-19 before they begin employment.

Worcester State University offers a competitive benefits package that includes:

• a choice of 8 different pre-taxed, health insurance plan options
• a choice of pension or 401(a), and supplemental plan retirement options
• life insurance up to 8x the annual salary
• long-term disability coverage
• dental insurance
• 20 vacation days accrued per year
• 15 sick days accrued per year
• 5 personal days per year
• paid holidays
• tuition remission for self, spouse, and dependent children
• and more...

We are an equal opportunity/Affirmative Action Employer. M/F/D/V. Members of traditionally underrepresented groups are strongly encouraged to apply.