(Auraria) Assistant Director of Procurement Services

Assistant Director of Procurement Services

The Auraria Campus is seeking to fill the non-classified position of Assistant Director of Procurement Services. The Assistant Director of Procurement supports and oversees procurement operations across Auraria Higher Education Center (AHEC), Community College of Denver (CCD), and Metropolitan State University of Denver (MSU Denver), including contracting, purchasing, and construction-related procurements. This role supervises a team of procurement staff (3 FTEs and 1 part-time student), ensuring equitable workload distribution and compliance with institutional and state rules.

Under delegated authority, the Assistant Director serves as second-in-command, assuming the roles and responsibilities of the Director in their absence. This role oversees procurement operations- including, contracting and purchasing. Responsibilities include daily staff management, project assignment based on experience and workload, and balance procurement requests across the team. This position works with the Director of Procurement Services ensuring work is completed according to the distinct procurement and fiscal rules of each entity (AHEC, CCD (State), MSU Denver), and the Office of the State Architect (OSA), and State Buildings policies and procedures related to construction procurement.

Position leads strategic initiatives, and the development and refinement of procurement policies and procedures. It supports the creation of strategic purchasing plans, contract management training, and AHEC P-Card program to enhance procurement efficiency and compliance. Under the guidance of the Director of Procurement, the role educates stakeholders on the legal, regulatory, and academic concepts and theories relevant to developing, drafting, processing and managing procurement documents.

The position conducts procurements for goods and services, including construction, for AHEC, CCD, and MSU Denver by clarifying, simplifying and modernizing procurement; providing ongoing customer service, building confidence in the procurement process; ensuring fair and equitable treatment of all persons dealing with the procurement system; maximizing to the fullest extent the purchasing value of dollars; fosters effective broad based competition and safeguard the quality and integrity of the procurement system on a professional level consistent with the authority granted to this position.

Essentials Job Functions : Supervision of Procurement Staff (25%)

Provide direct supervision and oversight of Procurement Services personnel, including three full-time staff and one part-time student employee. Holding signature authority is accountable for actions and decisions affecting pay, status, and tenure.

Manage daily operations, ensuring staffing levels, workflows, deliverables and the quality and quantity of work meets standards and deadlines to align with department deadlines and goals and comply with the distinct procurement and fiscal rules for each entity (AHEC CCD (State), MSU Denver) and the Office of the State Architect (OSA), and State Buildings policies and procedures related to procurement.

Establish work schedules, review and approve work, and leave / absences.

Initiate recruitment efforts, collaborate with HR during the comparative analysis process, conduct interviews, and make recommendations for hire.

Address performance issues, resolve conflicts / disputes, and collaborate with HR to initiate corrective action or disciplinary actions as needed.

Identify and deliver / assign staff training and developmental opportunities.

Provide on-going feedback and coaching, prepare performance plans, and complete evaluations.

Oversee the P-Card Program to ensure compliance with all AHEC policies and procedures, audit requirements, training protocols, etc.

Procurement Activities / Vendor Selection & Solicitations / Purchase Orders & Contracts (30%)

Serve as a procurement subject matter expert, oversee and coordinate procurement activities, including contracts, construction-related procurements, and other purchasing initiatives.

Proactively collaborate with AHEC Project Management staff, the Auraria Campus State Buildings Delegate, and institutional partners' Facilities staff to advise and meet deadlines for construction procurements.

Maintain appropriate related records and documents, ensuring deadlines are met, and all AHEC or institutional partners' requirements, and relevant State requirements, and policies are adhered to.

Analyze requests for goods and services, recommend alternate specifications, and advise on availability, reviewing for items covered by state, cooperative, and campus agreements. Determine appropriate procurement methods and manage the full solicitation process, including developing specifications and scopes of work, issuing bids / RFPs, evaluating responses, and awarding contracts to ensure maximum competition and compliance with policies and rules. Conduct procurement related meetings, such as pre-proposal, pre-bid, bid openings, post award, and resolution sessions (as needed).

Advises stakeholders on legal and regulatory requirements, ensuring awareness of procurement and legal limitations.

Maintain up-to-date knowledge and expertise in procurement related laws, rules, regulations, policies and procedures. Serve as an agency liaison to internal and external stakeholders for procurement guidance.

Coordinate with accounting departments to ensure proper reporting, timely payments, compliance with financial procedures, and other related activities.

Procurement Strategy and Initiatives (20%)

Support and collaborate with the Director of Procurement to develop, revise, and implement policies, procedures, and strategic purchasing plans and initiatives.

Assist in the design and delivery of procurement related training programs, including purchasing and contract management and P-Card training, to promote best practices and ensure consistent application of procurement standards.

Prepare reports to support departmental goals and assist with tracking progress on capital projects and P-Card audit benchmarks and other strategic goals as identified).

Engage with vendors to identify new sources of supply, applying industry best practices recommend innovative materials, methods, products and services to meet departmental needs.

Train new employees on procurement processes with minimal oversight from the Director of Procurement. Provide refresher training as needed-whether in response to policy violations, user requests, or procedural updates.

Leadership Support and Compliance Oversight (15%)

Serve as Assistant Director of Procurement, assuming responsibilities of the Director of Procurement during their absence, including review and approval of sole source and emergency procurements.

Collaborates with the Director to support development and implementation of rules, policies and procedures that will affect goods, services, and construction-related acquisitions.

Leads training initiatives for procurement staff, as well as customers with Director of Procurement approval.

Assist Director of Procurement with execution of internal quality assurance programs and policies ensuring compliance with statutory, procurement, and fiscal rules.

Identify and help prevent statutory, procurement, fiscal, and administrative / internal policy violations.

Prepares responses to procurement protests and contributes to the defense of written appeals.

Other Duties as Assigned (10%)

Cover assignments for staff who are out of the office.

Collaborate with Accounting departments on purchase order and encumbrance issues.

Request special approvals from State Purchasing for CCD-related needs.

Assist with State Risk Management liaison duties including generating insurance certificates for AHEC, reviewing insurance contract language, and contacting State Risk Management with questions from AHEC departments.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications :

Bachelor's degree from an accredited college or university in a field of study related to the work assignment

Degree Substitution : A combination of work experience in the occupational field or subject area of the position work assignment, which provided the same kind, amount and level of knowledge acquired in the required education may be substituted on a year-for-year basis for the bachelor's degree

Five years of progressive experience as a professional in Procurement

Previous experience being a lead worker or supervising staff

Preferred Qualifications :

Experience with governmental procurement

Experience in an institution of Higher Education

Experience with governmental construction procurement, preferably State of Colorado

Procurement Certification (CPPB, CPPO, NIGP-CPP)

Attributes and Abilities :

Proven experience in establishing and maintaining effective working relationships with a diverse population at all levels throughout the institution-and into the community.

Outwardly contributes to a respectful, positive, and professional workspace.

Strong judgment and critical thinking skills.

Ability to deliberately listen and communicate relevant information, anticipate problems, and offer suggestions for resolution.

Proven ability to manage multiple assignments, priorities, and projects in a demanding environment.

Ability to work under tight deadlines and be adaptable to changing assignments.

Knowledge of designing and delivering effective training programs.

Strong ability to effectively communicate in a positive manner, across various modalities.

Strong attention to technical detail and accuracy.

Ability to quickly learn software systems.