Director of Retail Operations & Procurement
JOB TITLE: Director of Retail Operations & Procurement
DEPARTMENT: Finance & Administration
REPORTS TO: Vice President for Finance & Administration
Responsible for the university’s purchasing contracts, vendor relations, and consort agreements. Manage and oversee the purchasing card program as well as promote, foster and enforce good purchasing habits across the University. Manage the delivery and installation of all furniture. Oversee the UArts Store and its annual operating budget.
Essential Duties & Responsibilities:
- Manages the University’s P-Card program which includes staying current on all program site related updates, employee training, and overseeing purchasing activity which involves: fraudulent purchases, card cancellations, and reconciling employee spending after departing from the University. Reviews and manages monthly P-Card data entry.
- Maintains memberships with area consortiums; stays current with new agreements and contracts.
- Attends monthly PACC (Philadelphia Area Collegiate Cooperative) meetings and contributes to the group with assigned duties, managed contracts and/or working on group RFP’s.
- Manages vendor contracts including customer service, agreement updates, and contract negotiations. This also includes service requests, maintenance issues, and billing inquiries.
- Develops and maintains University purchasing policies and standard operating procedures pertaining to procurement.
- Collaborates with departments to facilitate compliance with procurement rules and procedures.
- Purchases and manages all furniture sales at the University. Negotiates best pricing, quality and manages the University’s overall furniture standards. As administrator of the furniture program responsibilities also include being the primary contact for all installations, deliveries and discrepancies with furniture.
- Makes decisions regarding the proper method of purchase for all approved goods and services requisitioned (formal bid, informal quotation, or direct purchase) in accordance with the University’s purchasing policies.
- Responsible for developing and maintaining the UArts Store’s annual operating budget and institutional effectiveness.
- Coordinates local agreements with hotels, car share programs, bus and charter rentals, car rentals and discount parking at airports. Manages the online travel management program and review travel contracts regularly.
- Develops and coordinate events that showcase and forward the University’s initiative to increase sustainability through its relationships with vendors, the Philadelphia community and the UArts alumni network.
- Maintains and operates the UArts Store in the absence of the UArts Store Manager; which includes POS operation, cash handling, restocking inventory and managing work-study employees.
- Oversees the partnership between the UArts Store, all campus Shops and associated departments. This includes formalizing new methods of operation and creating new efficiencies that allow for long-term sustainability and increased, measurable revenue flow across the entire University.
The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not purport to describe all functions. Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.
- Bachelor's Degree in Business or related public purchasing certification required.
- Equivalent experience may be considered in lieu of required degree.
- Minimum five plus (5+) years of work experience in purchasing environment preferably in higher education or state/federal government environment.
- Minimum of three (3) years of work experience supervising, developing and evaluating professional staff.
Competencies, Knowledge, Skills & Abilities:
- Knowledge of current local, state and federal purchasing regulations and laws.
- Excellent computer skills including proficiency in word processing and data entry.
- Thorough knowledge of contract management and purchasing procedures.
- Written and oral communication skills.
- Knowledge of Colleague, or previous experience utilizing an ERP system.
- Strong negotiation skills.
- Ability to build and maintain relationships with vendors, customers and clients - whether internal or external.
- Supervises Bookstore Manager
About The University:
University of the Arts’ mission is simple: to advance human creativity. Established in 1876, UArts believes creativity is the most essential skill for success in today’s society and has educated generations of groundbreaking artists, performers, designers and creative leaders for more than 141 years. After being granted university status in 1987, University of the Arts became the largest institution of its kind in the nation, offering programs in design, fine arts, media arts, crafts, music, dance, theater and writing. It now features 30 undergraduate arts majors, 15 graduate programs and the nation’s first PhD program in Creativity. UArts is also home to innovative centers across disciplines, including the Center for Immersive Media, Lightbox Film Center, Philadelphia Art Alliance and Rosenwald-Wolf Gallery. Learn more about UArts.
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