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Purchasing & Contracts Assistant Bookmark this Posting Print Preview | Apply for this Job

Please see Special Instructions for more details.

Applicants are required to submit a cover letter, resume, and contact information (email and phone number) for three references, one of which must be professional/supervisory.

NOTE: References will be contacted at the time of campus interviews.

For guaranteed consideration, please submit all documents by Sept. 22, 2024.

Vacancy Announcement

Position Information

Campus Title Purchasing & Contracts Assistant

Department Procurement & Property Control Svcs

Position Summary

HIGHLIGHTS

SUNY Geneseo is looking for a new team member to provide excellence in service to the College community through this Purchasing & Contracts Assistant position. Under the direction of the Director of Purchasing & Central Services, the Purchasing & Contracts Assistant position will support campus procurement needs by providing timely review of commodity, service, and revenue contracts to ensure that agreements meet institutional needs while ensuring compliance with New York State Finance Laws, Office of State Comptroller Guidelines, and SUNY policies and procedures.

This position will:

• communicate with campus officials and vendors about the status of contracts,

• draft contracts and agreements as necessary to support campus initiatives,

• prepare documentation necessary for contracts requiring the prior approval of the Attorney General and Office of State Comptroller,

• assist the Director with the preparation of RFPs and IFBs, and

• maintain contract records in compliance with appropriate records retention schedules

  Required Qualifications

  MINIMUM QUALIFICATIONS :

• Bachelor’s degree by time of appointment

• Strong oral and written communication skills

• Strong organizational skills to independently manage multiple competing priorities and deadlines effectively

• Attention to detail

• Ability to manage a diverse workload within a dynamic environment

• Demonstrated commitment to providing exceptional customer service

• Ability to work with individuals from diverse backgrounds

• Demonstrated expertise in Microsoft Office Suite applications, especially Microsoft Word

  Preferred Qualifications

  PREFERRED QUALIFICATIONS

• Experience working with procurement and contracts

• Higher education or New York State procurement experience

• Experience drafting and editing contracts or agreements

• Experience working in complex regulatory environments

  License/Certification

  Other Skills Required

  Supervision Received

This person will receive direct and ongoing supervision from the Director of Purchasing & Central Services.

Supervision Exercised

Posting Details

Posting Details

Posting Number S373

Number of Vacancies 1

Line # to be filled 01613

Full or Part-time Full-Time

Appointment Type Term

Anticipated Appointment Start Date

Job Posting Date 09/03/2024

Apply By 09/22/2024

Job Posting Closed Date

Open Until Filled Yes

Salary minimum of $55,151

Special Instructions to Applicant

Applicants are required to submit a cover letter, resume, and contact information (email and phone number) for three references, one of which must be professional/supervisory.

NOTE : References will be contacted at the time of campus interviews.

For guaranteed consideration, please submit all documents by Sept. 22, 2024.

About SUNY Geneseo

Mission Statement

We are a distinctive public liberal arts college that welcomes and inspires students to develop their knowledge and skills to build a better world. Our supportive, inclusive community is exceptional in cultivating creativity, engagement, and discovery. We find strength in diversity, joy in growth, and fulfillment in lifelong learning.

Vision

We will cultivate a distinctive, equity-centered, public honors college experience that propels learners to positively impact society.

Values

The Geneseo campus community is guided by our beliefs in and commitments to the following values:

• Learning: Embracing high expectations for intellectual inquiry, critical thinking, scholarly exploration, and personal growth.

• Creativity: Empowering a spirit of innovation that inspires intellectual curiosity, self-expression, and problem-solving.

• Belonging: Welcoming a diverse campus community that supports and celebrates

different identities, promotes equity and inclusion, and respects the ideas and

contributions of each individual.

• Civic Engagement: Encouraging active participation grounded in self-reflection,

empathy, and an ethical commitment to the common good of our local and global

communities.

• Sustainability: Building a culture of well-being that integrates and applies principles of

environmental, social, and economic stewardship informed by an understanding of the

past and our obligations to the future.

Equal Employment Opportunity/Affirmative Action Employer

SUNY Geneseo is committed to fostering a diverse community of outstanding students, faculty, staff, and administration. We recruit, hire, train, and promote persons in all positions and ensure that all other personnel actions are conducted without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability, genetic information, or any other protected characteristic.

Applicants, students, employees, and other members of the College community (including vendors, visitors, and guests) are protected from illegal forms of harassment or retaliation based upon a protected characteristic.

To request accommodation or assistance for job-related duties or the employment application process, please contact the Office of Diversity and Equity at (585) 245-5020 or email ode@geneseo.edu (ode@geneseo.edu%3Code@geneseo.edu%3E) . Find out more about our Community Commitment to Diversity, Equity, and Inclusion! (https://www.youtube.com/watch?v=0E28zJDeYTU)

Background Investigation Statement

All applicants are subject to drug and criminal background checks. See our full Background Investigation Statement at http://www.geneseo.edu/hr/employment.

Clery Statement

Applicants interested in positions may access the Annual Security Report( ASR ) for the College at www.geneseo.edu/police. The ASR contains information on campus security policies and certain campus crime statistics. Crime statistics are reported in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. Applicants may request a hard copy of the ASR by contacting the SUNY Geneseo University Police Department at 585-245-5651.

NY State Executive Order 161

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

Quick Link for Postings https://jobs.geneseo.edu/postings/4874

Job Duties/Responsibilities

Job Duties/Responsibilities

Percentage Of Time 40%

Job Duty/ Responsibility

Function 1: Procurement/Contracts

• Provide timely review of commodity, service, and revenue contracts to ensure that agreements meet institutional needs while ensuring compliance with New York State Finance Laws, Office of State Comptroller Guidelines, and SUNY policies and procedures.

• Communicate with campus officials and vendors about the status of contracts, draft contracts and agreements as necessary to support campus initiatives, prepare documentation necessary for contracts requiring the prior approval of the Attorney General and Office of State Comptroller and work with the Director on the preparation of RFPs and IFBs.

• Draft and negotiate amendments & addenda to contracts. Evaluate and negotiate terms and conditions in conjunction with university counsel prior to executing contracts on behalf of the university.

  Percentage Of Time 30%

  Job Duty/ Responsibility

Function 2: Procurement Card Program Administrator

• Provide daily oversight & internal control reviews of the procurement card program.

• Provide troubleshooting assistance to cardholders.

• Oversee the monthly reconciliation of all charges. Implement procurement card policies and procedures; independently communicate policies and procedures to the campus community, as needed.

• Issue new cards, train cardholders, run reports, and monitor compliance.

  Percentage Of Time 10%

  Job Duty/ Responsibility

Function 3: Contract Records Management

• Provide management throughout the contract lifecycle and ensure the procurement record complies with campus, SUNY , and New York State requirements.

• Monitor and track vendor contracts for compliance.

• Implement and maintain a system to file contracts and track when contracts are set to expire.

  Percentage Of Time 10%

  Job Duty/ Responsibility

Function 4: Contract Encumbrances and Amendments

• Establish contracts on the SUNY Finance Management System ( FMS ) for the Purchasing department and as requested/needed by the Director of Facilities Planning & Construction or Sr. Director of Accounting & Budgeting Services.

• Process all changes and amendments to contracts as needed (e.g., increases, decreases, funding changes, end date modifications, etc).

  Percentage Of Time 10%

  Job Duty/ Responsibility

Function 5: Contracts Software Administrator

• Lead and implement the contract management module (and potentially sourcing module) of the current procurement software (Jaggaer) on behalf of the department and across the university community, once it’s ready to be implemented.

• Participate in Jaggaer/ SUNY meeting calls for the contracts and sourcing modules.

  Supplemental Questions

  Required fields are indicated with an asterisk (*).

• • Do you have strong interpersonal skills and a positive, customer service oriented attitude?

• Yes

• No

• • Do you have fluency in Microsoft Word and Microsoft Excel?

• Yes

• No

• • Will you have a Bachelor's degree completed by the time of appointment?

• Yes

• No

  Applicant Documents

  Required Documents

• Resume

• Cover Letter/Letter of Application

  Optional Documents

• Unofficial Transcripts