Director of Procurement Services - Aurora, United States - Illinois Mathematics and Science Academy

Description

Overview:

Under the direction of the State of Illinois Chief Procurement Officer for Higher Education and State Procurement Officer, The Direct of Procurement Services is responsible for overseeing IMSAs procurement process ensuring that the Academys operational needs are met and conducted in conformance with the States procurement requirements as well as established procurement procedures required by IMSA. The position requires providing professional support, anticipating departmental needs, sourcing, purchasing recommendations and training to Academy staff for all types of procurement. Performs highly responsible functions of a complex and technical nature requiring the frequent exercise of good judgment and leadership initiative to ensure that processes, best practices, and documents accurately reflect purchasing needs. Ensure that purchases are made in accordance with the State of Illinois Statues and Rules and when possible, offer best value to the Academy.

Further, this position will serve as the Procurement Diversity and Compliance Monitor to support the initiatives of the State of Illinois Business Enterprise Council by reviewing vendor contract compliance and supporting sourcing initiatives to include and foster business growth among businesses owned by women, minority, and persons with disability.

The internationally recognized Illinois Mathematics and Science Academy (IMSA) develops creative, ethical leaders in science, technology, engineering and mathematics. As a teaching and learning laboratory created by the State of Illinois, IMSA enrolls academically talented Illinois students (grades 1012) in its advanced, residential college preparatory program. It also serves thousands of educators and students in Illinois and beyond through innovative instructional programs that foster imagination and inquiry.

The Illinois Mathematics and Science Academy (IMSA) is committed to an equitable, diverse and inclusive teaching and learning environment. IMSA has committed to advancing equity in STEM education and representation and creating a diverse, inclusive community of global citizens who can realize their full potential, and execute our mission to advance the human condition.

This Equity and Excellence work is the intentional integration of Cultural Competence, Diversity, Equity, Equity-Minded Frame, Excellence and Inclusion into every facet of the Academy, with the understanding that it is an active and ongoing process involving structures, processes and people and not an isolated initiative.

This position will support IMSA's Diversity work by ensuring the delivery of quality, equitable, and inclusive constituent-centered support while promoting and maintaining an inclusive work environment and culture that embraces the diversity of people and perspectives collaborating at IMSA to ignite and nurture creative, ethical, scientific minds that advance the human condition.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Liaison between Academy and State Procurement Officer and Chief Procurement Officer.
• Provide professional support, advice, and training to Academy staff for all types of procurement.
• Remain current on administrative and legislative changes in the States procurement process, review impact on Academy operations, update related Academy procedures, and communicate to Academy staff.
• Conduct sourcing and procurement strategies that effectively yield cost savings and promote fiscal practices aligning with Agency and departmental budget goals.
• Work with State of Illinois Vendor Certification Unit to process W-9 forms and provide documentation to allow for certification of vendors based upon classified tax status.
• Maintain and update Procurement Manual with new or revised Agency processes and State laws pertaining to procurement.
• Secure and track Certificates of Insurance from vendors performing service on property.
• Update, and maintain online procurement training course and associated materials for Business Office.
• Lead sourcing process for all IMSA logo items with emphasis on BEP vendors.
• Process all Amazon purchases including tracking of shipments, receipt of goods, reconciliation of invoices and invoice submission.
• Review and approve all contracts / agreements for purchase of goods and services ensuring compliance with State terms and conditions.
• Update and maintain repository of procurement reference guides and tools.
• Monthly reconciliation of State of Illinois Agency Contract Report (SC14) and State of Illinois Obligation Activity Report (SC15) to Academy records
• Serve as agency Procurement Diversity and Compliance Officer by authorizing BEP goals, Good Faith Efforts, and contract renewals related to achieving BEP goals.
• Prepare BEP vendor goal commitments and summarize Academy goal result reports required by State of Illinois.
• Monitor and publish Notice of Award exemptions to the Illinois Procurement Bulletin.
• Assures procurement documents and processes are in compliance with laws, regulations and policies set forth by the State of Illinois-Higher Education Procurement Code.
• Review, approve and execute purchase orders, waivers, contracts, change orders, and other related documents.
• Assist user departments in preparing bid specifications. Develop solicitation package and notice of solicitation for publication.
• Schedule and conduct pre-solicitation meetings and solicitation openings.
• Receive and evaluate request for proposals, invitations for bid, and cooperative purchasing contracts and manage award process.
• Ensure certificates of insurance, bonds, etc. are obtained to meet solicitation requirements.
• Meet and communicate with vendors to obtain information regarding products, services offerings, vendor performance issues, payment discrepancies and contractual issues.
• Develop contractual agreements for staff pertaining to services provided by external contractors or consultants.
• Develop and publish quarterly Procurement newsletter for internal staff.
• Serve as departmental liaison with internal committees as requested.
• Maintain appropriate records and documentation on all solicitations and contracts.
• Other duties as assigned.

MINIMUM QUALIFICATIONS

• Bachelor degree, preferably in business, public administration or closely related field and four years procurement experience, preferably in a government/state agency
• An equivalent combination of education and experience from which comparable knowledge, skills and abilities have been achieved may be considered
• Knowledge of purchasing principles, procedures, pricing methods, product quality and analysis
• Experience in negotiation and specification writing
• Experience in analyzing and evaluating bids and specifications
• Skills in planning and prioritizing work
• Effective oral and in written communication skills
• Possess interpersonal skills that reflect ability to listen, problem solve, and demonstrate collaborative approach to establish/maintain effective productive working relationships
• Ability to work independently and efficiently, resolve issues, seek help when needed, and work on concurrent projects
• Experienced user of common computer hardware (e.g. laptops), office productivity software (e.g. Google Suite budget software), and mobile devices (e.g. phone), and common peripherals (e.g. printers, others)
• Must possess a valid drivers license
• Ability to travel as needed

PREFERRED QUALIFICATIONS:

• Professional purchasing or administrative experience with public/governmental organization
• Masters degree
• Ability to meet the requirement to obtain certification by a nationally recognized professional purchasing organization within five (5) years of employment

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Work is performed in an office setting with minimal exposure to health or safety hazards. Substantial time is spent working on a computer. Requires ability to concentrate on detailed work for periods of time. This role requires the following physical activities: speaking for extended periods of time, hearing and visual acuity, repetitive motions, and mobility.

COMPENSATION:

This position is a 12-month, full time, exempt position. Salary commensurate with training, educational preparation, and experience. Beginning salary no less than $80,000. The Illinois Mathematics and Science Academy offers a comprehensive benefits package including health and retirement benefits. The State Universities Retirement System (SURS) is reciprocal with other Illinois retirement systems such as the Teachers' Retirement Systems of Illinois (TRS).

APPLICATION PROCESS:

Applicants should submit a letter of interest, resume/CV, and the contact information of three professional submitted via our electronic application system. Application materials will be accepted and reviewed as received until the position is filled.

The Illinois Mathematics and Science Academy is an Equal Employment Opportunity Employer providing equal employment opportunities without regard to race, color, sex, sexual orientation, age, religion, or national origin. This policy also includes the handicapped and all disabled Vietnam era veterans. IMSA utilizes only job-related criteria in making decisions concerning applicants and employees.