Procurement and Contracts Manager

Procurement and Contracts Manager

The University of Southern Mississippi is currently accepting applications for the position of Procurement and Contracts Manager.

Position Details

Location Hattiesburg

118 College Drive

Hattiesburg, Mississippi, 39406-0001

United States

Division Procurement and Contract Services

Position Type Staff

Employment Status Full Time

Grant Funded No

Salary Range 58,294. 00 - 68,582. 00

Pay Grade

E12

Posting Close Date 01/31/2025

Job Summary

The Procurement and Contract Manager performs complex, professional level tasks associated with the procurement of goods and services on behalf of the University of Southern Mississippi. Responsibilities include formal and informal purchasing decisions, contract negotiations, scope of work development, and all maintaining all formal documentation related to the procurement process. The Procurement and Contract Manager directs and coordinates the day-to-day activities of the purchasing function at the University by applying designated procurement policies, procedures, and laws as mandated by the University, IHL, and the State of Mississippi. This position also serves as an official purchasing agent with full authority to legally obligate the institution to acquire goods and services and coordinate the university's contract management process. Considerable independent judgment is required to carry out assigned duties.

Primary Duties and Responsibilities

• Coordinates procurement methods on behalf of the University to ensure all technical and administrative functions related to purchasing of goods and services are consistent with University, IHL, and state policies and procedures. Plans work procedures, makes assignments, recommends purchasing methods, and reviews work for accuracy and conformance to institutional policies and state laws.

• Supervises and guides buyers and purchasing card personnel within the Procurement department to ensure compliance with state purchasing laws, reviews purchase requests and maintains the state's purchasing certification requirements. Acts as a primary procurement liaison between Hattiesburg, Gulf Park, GCRL, and any satellite University locations to ensure consistency and compliance with state and federal procurement regulations.

• Evaluates and determines how customer requests for nonstandard or complex purchases should be processed; evaluates and recommends awarding of complex and non-standard procurements on behalf of the University in association with campus units. Maintains USM Purchasing and Technology policies and procedures and identifies opportunities for process improvements.

• Coordinates the advertisement of bids/RFPs in newspapers as well as submits them online to OPTFM as required by law, maintains the bid file, returns bid bonds (if applicable). Prepares documentation such as specifications, legal advertisements, bid tabulations, vendor notifications, addenda, and other pertinent documents. Utilizes the State of Mississippi's MAGIC system to post bids and request Approval to Purchase (P-1) for bid awards and sole source acquisitions

• Assists Director of Procurement with reviewing and negotiating procurement contracts and investigates any violations of such contracts; develops and educates faculty and staff in purchasing and contracting procedures to help ensure compliance with policies and applicable law. Consults with USM General Counsel as necessary and prepares contracts for signature.

• Facilitates the university's contract management process, policies, and procedures. Develops and maintains training and communications for campus constituents to ensure compliance and understanding of the contact submission process.

• Assists with the management of the University's purchasing card program to ensure compliance with state purchasing laws, review purchase requests, and facilitate policies and procedures that ensure compliance with state laws and IHL policies. Investigates ways to improve purchasing methods and purchasing card spend consistent with applicable state laws.

• Pursues professional self-development opportunities and provides staff training to maintain current knowledge of the procurement requirements regarding the state purchasing laws, IHL guidelines, and the Mississippi Information Technology Services procedures.

• Performs other duties as assigned.

Minimum Qualifications

Bachelor's degree in business, supply chain management, or similar field of study from an accredited four-year college or university; or eight years of experience involving the acquisition of equipment, supplies, commodities, or services that included contract review associated with a purchasing program; or an acceptable equivalent combination of education and related experience. Advanced education may be substituted on a year-for-year basis for experience. Must become CMPA certified within the first year of employment.

Knowledge, Skills & Abilities

• Knowledge of drafting, editing, reviewing, and interpreting commercial contract terms, conditions, and specifications

• Knowledge of evaluating proposals, bids, and quotations, and the awarding, final negotiation, and/or recommendation of contract awards within prescribed limits

• Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents; calculate figures and amounts such as, but not limited to, discounts, interest, proportions, percentages, area, circumference, and volume

• Demonstrates the ability to deliver accurate, concise and quality communication (verbal and written) in a timely manner and provide quality feedback

• Knowledge of principles, practices, and methods of public procurement

• Effectively demonstrate skill in keeping current with technology trends in data gathering, standardization and presentation

• Effectively convey information and encourage an exchange of ideas (Communication)

Ability to identify, define, and solve problems (Problem Solving)

• Work with others to achieve a common goal (Teamwork)

• Adjust to changing workplace demands (Adaptability)

• Meet the needs and expectations of internal and external customers; possess the ability to respond to common inquiries from customers, regulatory agencies, or members of the business community. (Customer Service)

• Effectively demonstrate skill and ability to perform the specific job duties and tasks as defined by a job description (Technical Competence)

• Excellent work ethic and dependability (Quality of Work)

• Excellent organization and time management skills with ability to meet goals and objectives (Workload Management/ Productivity)

• Resourceful and determined to provide a positive experience to for others

• Ability to plan and delegate the work of others

Preferred Qualifications

Master's Degree in business, supply chain management, or similar field of study relative to procurement. A thorough knowledge of the St.