Purchasing and Operations Manager

Founded by the Sisters of Charity of New York, the University of Mount Saint Vincent is an academically excellent, authentically inclusive, Catholic and ecumenical liberal arts university. The University combines a strong core curriculum with a full array of majors in the liberal arts and, within the tradition of liberal education, selected professional fields of study.

At Mount Saint Vincent, a student's education extends beyond knowledge, skills, and preparation for work. We seek the development of the whole person. In the spirit of Vincent de Paul and Elizabeth Ann Seton, we foster an understanding of our common humanity, a commitment to human dignity, and a full appreciation of our obligations to each other.

Position Summary

The position of Purchasing and Operations Manager is responsible for the oversight and management of all aspects of procurement for the University while also supporting day-to-day functions of Campus Operations. This position is within the Division of Operations and reports directly to the VP and AVP for Operations. This position ensures that all purchasing processes comply with university policies, state regulations, and industry best practices. The coordinator will collaborate with various departments to meet their purchasing needs efficiently and cost-effectively, promoting stewardship of university resources. Additionally, this position is responsible for overseeing administrative processes, ensuring effective communication across departments, and contributing to the smooth execution of projects, events, and initiatives. This position will serve as a central point of contact for Operations by the campus community.

Work Duties - Purchasing

• Coordinate the acquisition of goods and services, ensuring timely delivery and adherence to budget constraints.
• Maintain an approved vendor list and establish relationships with vendors to secure competitive pricing and quality products.
• Ensure all purchases comply with university policies, state laws, and applicable procurement guidelines. This includes overseeing and updating the purchasing policy as needed.
• Process purchase requisitions, purchase orders, and vendor invoices using the university's procurement system both internally and universally across all campus departments (as needed).
• Maintain accurate and complete purchasing records, including contracts, invoices, and bid documentation.
• Prepare and submit required reports related to purchasing activities.
• Serve as the primary point of contact for vendors, resolving issues related to orders, invoices, and payments.
• Evaluate vendor performance and address concerns to maintain quality service standards.
• Work closely with faculty, staff, and administrators to understand their purchasing needs and provide guidance on procurement policies.
• Provide training or workshops on procurement processes for university departments.
• Identify opportunities to streamline procurement processes and implement best practices. This includes the ongoing improvement/communication of existing policies as well as development of new policies needed.
• Research new tools or systems to enhance the university's purchasing efficiency.

Work Duties - Operations

• Manage and maintain schedules, calendars, and logistics for the department or leadership team.
• Prepare, review, and distribute documents, reports, and correspondence.
• Coordinate departmental billing process and assist with budget oversight.
• Oversee University compliance as it relates to building management under the direction of the AVP for Operations.
• Assist with project management as it relates to campus planning, offices, or other functions of the Office for Operations as well as support to other departments within the Operations division.
• Maintain accurate records and organize departmental files and databases.
• Oversee the procurement of departmental supplies and equipment, ensuring adequate inventory.
• Respond to campus requests and liaise with the appropriate campus services.
• Assist in the planning and execution of departmental events, workshops, and meetings.
• Serve as a primary point of contact for inquiries, providing excellent customer service.
• Facilitate communication between the department and internal/external stakeholders.
• Oversee, manage, and train departmental student workers.
• Ensure departmental operations align with university policies and procedures.
• Compile and submit regular reports to supervisors or leadership.