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Purchasing & Contract Manager

College of the Holy Cross

Details

Posted:

December 24, 2020

Location:

Worcester, Massachusetts

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Salary:

Open

Type:

Full-time

Purchasing & Contract Manager

About College of the Holy Cross:

Founded in 1843 in Worcester, Massachusetts, the College of the Holy Cross is among the nation's leading liberal arts institutions. A highly selective, four-year, exclusively undergraduate college of 3,100 students, Holy Cross is renowned for offering a rigorous, personalized education in the Jesuit, Catholic tradition.

Holy Cross highly values the unique skills, perspective, talents and passion that each employee contributes to its learning community. To work at The College is to accept an invitation to participate in the growth and development of all campus members, students, faculty and staff. The College's commitment to diversity is an important feature of the Holy Cross education. Informed by the presence of diverse interpretations of the human experience, Holy Cross is building a community marked by freedom, mutual respect, and civility. We seek others who support our values of diversity and inclusiveness. Job candidates of all diverse backgrounds who embrace the open and inclusive culture of Holy Cross are welcome and encouraged to apply.

Job Description:

Reporting to the Assistant Director of Purchasing, the Purchasing & Contract Manager has responsibility for the administration of the College's contract management process, which entails facilitation, development, review, negotiation, and coordination of approvals for College contracts excluding personnel agreements. Duties include oversight of a contracts management database and the approval and signature process. The Purchasing and Contracts Manager provides daily support to procurement staff, and stakeholders in the review of routine and complex contracts, following established criteria while seeking guidance from the Office of General Counsel and Risk Management as needed.

The Purchasing and Contracts Manager reviews and revises proposed contractual language and determines, evaluates, and proposes additional terms as needed to mitigate risk before sending contracts for approval and execution. This position will ensure favorable terms and conditions are agreed to for the College by supporting stakeholders with the review and finalization of contracts while maintaining customer service and satisfaction across the College. The Purchasing and Contracts Manager is responsible for coordinating renewals of contracts, as well as making initial contact as needed with suppliers and campus stakeholders in connection with the renewal process.

The Purchasing and Contracts Manager supports and facilitates the consistent management of all requests for proposals (RFP) and other market solicitations for compliance with specific standards for bidding and submission, and adherence to best practices. The Purchasing & Contract Manager role requires advanced knowledge of the procurement process and ability to use formal and informal bidding procedures and negotiation techniques.

MAJOR AREAS OF RESPONSIBILITY

CONTRACT MANAGEMENT

Review and draft contracts and amendments in preparation for legal sufficiency; Review and amend as appropriate to protect the College from liability and risk; Prioritize contracts to meet applicable deadlines. Interpret contract terms and conditions; Work collaboratively with stakeholders, Office of General Counsel, and Purchasing Department to resolve contract conflicts.
On all standard and nonstandard contracts for the acquisition of goods and services, provide recommendations and interact with suppliers in support of the Purchasing Department to negotiate changes to contracts as required by College policies and procedures. Assure accuracy and appropriateness of contract text and attachments.
Provide guidance on contract matters to internal stakeholders, including training new employees and other key College members in contracting best practices and procedures. Be a subject matter expert and keep current on all College rules and regulations, including Procurement policies and any federal requirements that may impact the College. Perform research and related work as required and assigned.
Develop and implement procedures for contract management and administration in compliance with College Contract and Purchasing policies. Monitor and maintain contracts and addenda within the Concord Contract Manager tool.
Monitor competitive terms. Measure customer satisfaction with our terms and conditions and contracting practices. Recommend changes. This role will be accountable for contract compliance as well as customer satisfaction while managing effective relationships with Office of General Counsel, Risk Management, internal stakeholders and external suppliers.
Ensure that signed contracts are communicated to all relevant parties to provide contract visibility and awareness; Oversee Service Level Agreement Compliance; Management of contract close-outs, extensions, and renewals.

PURCHASING RESPONSIBILITIES

Prepare and execute invitations for bid, request for proposal (RFP), sole source justifications and vendor responses. Conduct pre-proposal meetings, develop selection criteria, evaluate proposal and bid responses, negotiate contract terms and prepare award documentation for the purchase of goods and services.
Verify contract and vendor compliance with Scope of Work (SOW). Communicate effectively with vendors and internal stakeholders to ensure that costs and services consistently meet mutual needs and reflect contractual obligations. Maintain proper relationships with vendors and monitor vendor quality, while investigating new vendor and strategic sources.
Develop and communicate College Purchasing and Contracts Policies and best practices to internal stakeholders. Provide guidance and training to stakeholders in all contract and purchasing matters including contract requirements and interpretations, as well as vendor selection, ordering process and payment options.
Support and assist with other Purchasing and Accounts Payable functions to support the Procure to Pay process, including the College's travel and expense program and generating requisitions and purchase orders.

Requirements:

Minimum Qualifications

BS/BA degree; degree in Business, Finance, Risk Management or related area preferred.
Three to five year's relevant experience required.
Advanced procurement and/or legal skills and knowledge of terminology.
Exceptional customer service and dedication to problem solving in response to stakeholder and supplier inquiries.
Excellent communication, negotiation, presentation and interpersonal skills. Ability to build successful partnerships and professionally represent the College with internal and external stakeholders.
Ability to work under multiple deadlines and as part of a team or individually.
Knowledge of and ability to use technology- contract management software and a standard suite of Microsoft office software applications.

Preferred Qualifications

Experience working at an institution of higher education.
Familiarity with Concord Contract Management software.
Experience with PeopleSoft, Egencia Travel and Chrome River expense reporting systems.

Additional Information:

This is a full-time, exempt level position

College Description

The College of the Holy Cross is a private, Jesuit Catholic, undergraduate institution serving approximately 3,100 students. Founded in 1843, Holy Cross is the oldest Catholic college in New England and has a tradition of academic excellence. It is located atop Mount Saint James in Worcester, Massachusetts. The picturesque, 174-acre campus is an award-winning and registered arboretum.

Region Description

Worcester is a city of approximately 170,000 people centrally located in the Commonwealth of Massachusetts. It is approximately one hour from Boston, Hartford, and Providence, and three hours from New York City. Worcester is known as the Heart of the Commonwealth. Worcester offers many cultural and recreational opportunities.

The College is an Equal Employment Opportunity Employer and complies with all Federal and Massachusetts laws concerning Equal Opportunity and Affirmative Action in the workplace.

A member of the Higher Education Consortium of Central Massachusetts (HECCMA).

To review our Employee Benefit Options, please go to: https://www.holycross.edu/human-resources/benefits

Application Instructions:

Please attach a cover letter addressing the position requirements along with your resume.

In your cover letter please address how your work supports the College's mission as a Jesuit, undergraduate liberal arts college (see http://www.holycross.edu/mission) and its core commitment to diversity and inclusion. For more information, please visit http://holycross.edu/diversity.

To apply, visit https://holycross.interviewexchange.com/jobofferdetails.jsp?JOBID=127208

The College of the Holy Cross is a highly selective Catholic liberal arts college in the Jesuit tradition. It enrolls about 3,000 students and is located in a medium-sized city 45 miles west of Boston. The College seeks faculty members whose scholarship, teaching, advising, and on- and off-campus service demonstrate commitment to the educational benefits of a richly diverse community. Holy Cross aspires to meet the needs of dual-career couples, in part through its membership in Higher Education Consortium of Central Massachusetts (http://www.heccma.org) and the New England Higher Education Recruitment Consortium (https://new-england.hercjobs.org/)

Internal Number: 2109881

About College of the Holy Cross

ABOUT COLLEGE OF THE HOLY CROSS: Founded in 1843 in Worcester, Massachusetts, the College of the Holy Cross is among the nation's leading liberal arts institutions. A highly selective, four-year, exclusively undergraduate college of 3,000 students, Holy Cross is renowned for offering a rigorous, personalized education in the Jesuit, Catholic tradition. Holy Cross highly values the unique skills, perspective, talents and passion that each employee contributes to its learning community. To work at The College is to accept an invitation to participate in the growth and development of all campus members, students, faculty and staff. The College's commitment to diversity is an important feature of the Holy Cross education. Informed by the presence of diverse interpretations of the human experience, Holy Cross is building a community marked by freedom, mutual respect, and civility. We seek others who support our values of diversity and inclusiveness. Job candidates of all diverse backgrounds who embrace the open and inclusive culture of Holy Cross are welcome and encouraged to apply.

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Purchasing & Contract Manager

College of the Holy Cross

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