Position: Assistant Director – Procurement & Supply

Position Summary:

Under the direction of the Director, the Assistant Director – Procurement and Supply provides leadership and strategic direction for the functions of procurement, warehousing, logistics, business, financial, performance, and continuous-improvement activities.  The incumbent of this position supports a variety of programs and work strands, and develops and oversees implementation of policies and processes to support the procurement and warehouse operations of the department.  Responsibilities include ensuring that procurement and warehouse operations are properly coordinated; resources and workloads are effectively managed; operational, financial and compliance risks are identified and addressed; and the Director’s priorities are translated into measurable implementation plans.

Duties and Responsibilities:

• Assists the Director in managing the office’s daily operations, resources, priorities and organizational performance; coordinates daily business and administrative operations across procurement, contracting, warehousing, logistics, and related support functions;
• Conducts recurring operating reviews with procurement managers, supervisors and warehouse leadership to assess workload, service delivery, deadlines, staffing, risks, and corrective actions;
• Monitors requisition intake, workload distribution, procurement pipelines, solicitation activity, aging actions, contract milestones, warehouse conditions, inventory exceptions, deliveries, and unresolved school or program-office requests;
• Ensures that operational matters are assigned to the appropriate functional leader with clear actions, accountability, and completion dates; resolves cross-functional issues that cannot be addressed within a single section and elevates unresolved technical, policy, legal, budget, resource, or personnel matters to the Director as appropriate;
• Monitors staff responsiveness, customer service, deadlines, service levels, and completion of assigned actions and holds designated managers and staff accountable for results;
• Coordinates development and administration of the office’s annual operating budget and monitors expenditures, encumbrances, vacancies, overtime, contracts, equipment, technology, and other operating costs;
• Produces and reviews budget-to-actual reports, forecasts, variance explanations, business cases, and resource recommendations and documents savings, avoided costs, and operational efficiencies;
• Coordinates staffing plans, position requests, administrative requirements, and resource needs and serves as the primary liaison with Budget and Management Services on routine matters;
• Maintains the office’s performance-management framework and oversees procurement, warehouse, financial, supplier, compliance, service, and implementation dashboards; establishes performance measures, data owners, reporting schedules and escalation thresholds and ensures that operational data are timely, complete and reliable;
• Monitors audit findings, corrective-action plans, contract and operational risks, policy implementation, and management commitments to ensure timely closure;
• Converts the Director’s priorities into an integrated implementation roadmap and coordinates improvement initiatives involving policy, process, technology, workforce, suppliers, and warehouse modernization;
• Coordinates cross-functional projects with Finance, Budget and Management Services, Information Technology, the Office of General Counsel, schools, program offices, vendors, and other stakeholders;
• Ensures successful improvements are incorporated into standard operating procedures, training, systems, controls, and routine operations, and measures the results achieved;
• Advises the Director on operations, budget, staffing, performance, risks, customer service, and resource priorities and develops executive reports, briefings and recommendations;
• Supervises designated personnel and supports performance evaluations, professional development, and leadership continuity;
• Communicates the Director’s decisions, monitors execution, and represents the office at internal and external meetings when designated;
• Acts on behalf of the Director within delegated areas of authority and oversees the office and staff in the absence of, or at the direction of, the Director; and
• Performs other duties as assigned.

Qualifications:

• Thorough knowledge of public-sector procurement operations, warehousing, logistics, business administration, budget management, performance management, and organizational improvement;
• Working knowledge of laws, policies, procedures, ethical requirements, and internal controls governing public procurement, contracting, and supply operations;
• Demonstrated ability to coordinate complex daily operations through managers and functional leaders without displacing appropriately delegated technical authority;
• Ability to analyze procurement workload, financial data, performance measures, inventory information, service levels, and operational risks and translate findings into clear management action;
• Ability to manage budgets, monitor expenditures and encumbrances, prepare forecasts, explain variances, and develop business cases for staffing, technology, and operational investments;
• Demonstrated skill in developing dashboards, management reports, implementation plans, corrective-action tracking, and executive-level briefings;
• Ability to exercise sound judgment and initiative in resolving complex and sensitive operational, financial, customer-service, and personnel matters;
• Proven ability to lead change, improve processes, and manage multiple complex initiatives in a large, centralized, diverse, and regulated organization;
• Strong supervisory, organizational, analytical, facilitation, negotiation, and problem-solving skills;
• Excellent oral and written communication skills; ability to establish effective working relationships and communicate clearly with executive leaders, staff, schools, vendors, and community stakeholders;
• Functional knowledge of enterprise resource planning, procurement, financial, inventory, reporting and project-management systems, with Oracle experience preferred; and
• Ability to protect confidential financial, contractual, personnel, and operational information.

Education and/or Experience Requirements:

Bachelor’s degree from an accredited college or university in business administration, public administration, accounting, finance, supply chain management, procurement, logistics, organizational management, or a closely related field required; Master’s degree preferred.  A minimum of seven (7) years of progressively responsible experience in procurement, supply-chain, or warehouse operations, business operations, financial management, performance management, project implementation, or organizational improvement, including at least three (3) years of supervisory or management experience required.  Public-sector, educational, governmental, or similarly regulated experience strongly preferred.

Certification:

Certified Public Procurement Officer (CPPO), Certified Professional Public Buyer (CPPB), Certified Professional in Supply Management (CPSM), Project Management Professional (PMP), Certified Government Financial Manager (CGFM), Lean Six Sigma or comparable certification preferred.

Supervisory Responsibilities:

Oversees and provides guidance and direction to assigned personnel.

Physical Demands:

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.

Working Environment:

The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.

Additional Information:

None.