FLSA EMPLOYMENT CATEGORY: Salaried; Exempt; Administrative; 12 months
Under the general supervision of the Controller/Director of Auxiliary Services,
the Facilities/Procurement Specialist position is responsible for providing procurement support for the college procurement activities. Primary responsibilities include management of purchasing card program, travel activities, general purchasing, and office assistant to the facilities department.
Managing full cycle procurement and contract management processes which include but are not limited to prequalifying vendors, soliciting competitive bids, preparation of contract documents.
Receive requests for goods and services and determine most appropriate method of procurement in accordance with state statutes as well as college policies and procedures.
Support facilities division leadership in developing Requests for Proposals, and bid documents to solicit competitive bids from qualified design professionals, consultants, general contractors, trade contractors, and vendors; assist with contract preparation.
Oversee the management of the Purchasing card program.
Review purchase requests and change orders within delegated authorized dollar limits for construction services and materials from qualified vendors, contractors, design professionals, consultants, etc.; ensure services are procured in accordance with contract documents, statutes, and college requirements.
Assists in ensuring a sound environment of internal controls and compliance by daily monitoring of purchasing activities.
College representative for making travel (airline, bus, rental car, etc.) arrangements.
Collaborate with college stakeholders to support an effective Supplier Diversity Program and develop and track metrics and KPI’s.
Respond to inquiries and requests relating to capital program procurement activities; assist with contractor payment inquiries.
Develop process improvements and automated workflow processes.
Understand, communicate, and enforce instructions regarding purchasing processes and procedures.
Research and recommend vendors, supplies, and services available on local and national consortiums.
Communicate with vendor, Facilities staff, and buyers on product discrepancies, damage and missing products, resolve procurement related issues, change orders.
Encumber funds in consultation with the Budget and Finance division and in the Colleague system.
Assist with year-end process to ensure all purchase orders are ready to close.
Prepare contract documents for renewal, amendments and new contracts; communicate with departments and vendors to gather necessary information and signatures.
Prepare information to support reports, presentations, and other documents.
Manage key inventories and assignments in partnership with Locksmith.
Manage building stewardship lists and door access controls.
Oversee motor pool car check out and billing.
Support major events logistics where facilities department is involved.
Maintain fixed asset inventory for College, tracking additions and disposals.
Conduct fixed asset inventories as necessary.
Manage the campus FSM work order system (daily and scheduled PM’s). Insure all requests are properly documented and assigned. Follow-up to ensure timely completion and customer satisfaction. Train campus employees on proper usage of the system when needed.
Receive Facilities Phone Calls and Distribute accordingly.
Perform related duties as required.
Administrative skills including ability to organize large amounts of paperwork and data.
Demonstrated ability to manage small projects and with minimal oversight.
Ability to deal tactfully with internal and external customers.
Computer proficiency (Microsoft Office programs including Word, PowerPoint, Excel).
Bachelor’s degree in Finance, Business Administration or related field preferred.
At least 3 years’ experience in an office environment that includes purchasing experience.
Ability to communicate effectively both verbally and in writing; to establish positive public relations for the department; and to interact effectively with a wide variety of individuals from diverse backgrounds including socioeconomic status, sexual orientation, religion, veterans, race and ethnicity, including those with different levels of academic preparation and varying physical and learning abilities.
Strong work ethic, detail-oriented, excellent organizational skills, takes initiative, proactive and accustomed to meeting deadlines, managing competing demands and dealing with frequent change, delays or unexpected events.
Effective listening, relationship building and collaboration skills including the ability to remain open to others’ ideas and exhibits willingness to try new things.
Ability to work independently and the ability to work in a team setting.
Supervisor: Controller/Director of Auxiliary Services
Interested candidates shall submit an Alma College application and a cover letter, current resume, and the names of three professional references via email to firstname.lastname@example.org. For an Alma College application, please go to: https://www.alma.edu/live/files/3085-application-for-employment.
Alma College is a selective, baccalaureate liberal arts college committed to academic excellence and the development of responsible leaders. Alma’s students thrive on challenging academic programs in a supportive, small-college environment emphasizing active, collaborative learning and close student-faculty interaction. Alma is a private Phi Beta Kappa institution located in the center of Michigan’s lower peninsula.
Alma College is an Equal Opportunity Employer and is committed to recruiting and retaining a diverse faculty, staff and student body.
Alma College recognizes that we are all transformed when we celebrate and value the varied identities backgrounds, experiences, and perspectives in our campus community. We are committed to recognizing and removing barriers to success and providing equitable access to opportunities through education and advocacy. In our increasingly diverse campus and world, we pledge to create a climate where everyone is safe and free to grow intellectually, spiritually, and emotionally. For more information about the College, visit www.alma.edu.