Portland Community College | Portland, Oregon

Director of Procurement & Contracting Services

Class: Management | Exempt status: Exempt | Grade: O

Under the direction of management, the Director of Procurement & Contracting Services oversees the day-to-day operations of the Procurement & Contract Services division, which includes planning, organizing, managing, and enhancing operations and services in support of College objectives. Drives strategic direction for College procurement and contracting services. Promotes advancement of the College’s diversity and equity goals, as well as cost reduction goals. Monitors and ensures compliance with applicable procurement and contracting policies, procedures, rules, and regulations. Responds to inquiries from College departments and/or external agencies, and resolves contract claims and disputes. Supervises management, administrative professionals, paraprofessionals, technical/support staff, and/or casual or student workers.

Typical Duties and Responsibilities

1. Manages procurement, contracting services, MWESB programs, and related records management and tracking systems College-wide. Provides procurement and contracting support for Planning & Capital Construction and the PCC Foundation.
2. Plans, implements, administers, evaluates, and enhances procurement and contracting operations, projects, and services. Maintains the integrity of the public procurement process for the College.
3. Drives proactive strategic planning and guidance and develops strategies that leverage resources for all commodities and services required to meet department and programmatic needs College-wide.
4. Develops, recommends, and administers policies, procedures, and processes for all College procurement and contracting services; implements and monitors compliance with approved policies, procedures, and processes, ensuring alignment with College mission, values, goals and objectives and local, state, and federal laws and regulations.
5. Researches, analyzes, and interprets applicable laws and regulations relative to procurement and contract services. Evaluates, communicates, and advises on the impact of potential legal or regulatory changes on the College. Provides updates and training to management and staff as required.
6. Develops and pursues cost reduction and avoidance goals and incorporates analyses that include consideration of value, standardization, price/cost, and make/buy to negotiate terms of contractual arrangements.
7. Resolves bid and contract disputes. Make determinations with respect to Sole Source Procurements, procurement protests, and contract claims.
8. Prepares financial management reports, reviewing financial data to ensure compliance with applicable local, state, and federal requirements.
9. Oversees, analyzes, and makes budget decisions in alignment with College strategy, values and priorities. Forecasts funds needed for staffing, equipment, materials, and supplies. Approves expenditures and implements budgetary adjustments as appropriate.
10. Supervises management, academic professionals, classified staff, technical/support, interns and/or casual or student staff. Reinforces staff’s development of PCC’s leadership competencies. Hires, evaluates, trains, disciplines and recommends dismissal of staff as necessary.
11. Leads or participates in/on a variety of meetings, committees, and/or other related groups to communicate information regarding programs, resources, services, and/or to drive College procurement and contracting strategies as appropriate.
12. Serves as a liaison within the College and/or to external agencies in order to provide information on available resources and/or services and guide strategy. Builds partnerships internally/externally and initiates cooperative contracting with other Oregon community colleges and/or state agencies.
13. Supports user and technical groups. Responds to requests for information. Serves as a high-level subject matter expert (SME) providing technical guidance and direction on procurement and contracting.
14. Works collaboratively with the Finance team to identify and initiate internal control processes and to reconcile and ensure accurate recording of the College’s financial assets. Exercises general supervision and control over inventories of supplies.
15. Evaluates systems and processes, sets standards, and makes appropriate recommendations for purchases and implementation. Provides project management for applicable financial projects.
16. May support legislative and public policy changes that promote equitable student success and College procurement and contracting utilization that reflects the diversity of the PCC community.
17. Supports, implements, and promotes advancement of the College’s equity goals. Assists with and champions activities that enhance equity-minded recruiting, hiring, and employee retention practices.
18. Participates in and guides annual audits for the District and/or in the Procurement & Contract Services division.
19. Performs other related duties as assigned.

Work Environment

Work environment includes frequent disruptions and changes in priorities. Work is generally performed in an office environment with frequent interruptions and irregularities in the work schedule. Working hours may vary and occasional evening or weekend work is required. Frequent travel to other locations is required. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job satisfactorily.

Minimum Qualifications

Master’s degree in Business, Public Administration, Finance, Supply Chain Management or related field. Six (6) years of progressively responsible, professional purchasing experience at a management level, to include two (2) years of supervisory experience.

OR Bachelor’s degree in Business, Public Administration, Finance, Supply Chain Management or related field. Eight (8) years of progressively responsible, professional purchasing experience at a management level, to include two (2) years of supervisory experience.

OR twelve (12) years of progressively responsible, professional purchasing experience at a management level, to include two (2) years of supervisory experience.

Knowledge, Skills, and Abilities

Knowledge of:

• Managerial principles;
• Financial principles and practices in assigned areas of responsibility;
• Budgeting principles and practices;
• Applicable federal, state, and local laws, rules, regulations, and ordinances;
• Non-profit/college fund accounting systems and principles;
• Advanced internal control practices;
• Advanced financial analysis principles and methods;
• Strategic planning principles and practices;
• Project management principles and practices;
• Contract management principles;
• Analytical and methods and techniques;
• Automated financial systems;
• Auditing principles and practices;
• Community college operations and administration principles and practices;
• Policy and procedure development and implementation practices.

Skills in:

• Strategic leadership, management, support and advocacy;
• Coordinating activities with other internal departments and/or external agencies;
• Developing and monitoring budgets;
• Managing large, complex governmental financial systems;
• Preparing and reviewing reports;
• Interpreting and applying applicable Federal, State, and/or Local laws, rules, and regulations;
• Managing contracts of service providers;
• Evaluating complex financial systems and recommending appropriate financial methods, procedures, forms, and/or records based on findings;
• Preparing complex financial statements, reports, and analyses;
• Developing and enforcing finance and accounting procedures and principles;
• Analyzing and interpreting complex financial and accounting information;
• Designing and implementing finance, budgeting, accounting and recordkeeping systems;
• Presenting and speaking in public.

Ability to:

• Drive systemic change for racial and social equity and justice;
• Manage and mediate healthy conflict and sensitive topics;
• Prepare a variety of complex reports for internal use and/or submittal to external agencies, including statistical analysis;
• Monitor compliance with applicable policies, procedures, rules, and regulations;
• Work with diverse academic, cultural and ethnic backgrounds of community college students and staff;
• Utilize computer technology for communication, data gathering and reporting activities;
• Communicate effectively through oral and written mediums.
• Plan, implement, improve, and evaluate programs, policies, procedures, and financials;
• Evaluate research to identify potential solutions, resolve problems, and provide information;
• Utilize data and assessment outcomes for communication and making continuous improvements for programs and services;
• Manage urgent situations and crises appropriately.

Established: 10/2022
Replaces: Finance Division Manager (Procurement)

Portland Community College is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected class.