Position Title: Director, Procurement
Organization: Princeton University
Department: Facilities Finance & Administrative Services (FFAS)
Location: Princeton, NJ (4 days a week on site)
Position Summary
The Director, Procurement reports to the Executive Director, Facilities Capital Finance and Procurement (FCFP), who is a direct report to the Assistant Vice President, Facilities Finance and Administrative Services. The Director leads a team of 6 and has 2 direct reports (Contract Managers). The Director promotes a high degree of professionalism in source-to-pay) procurement activities, minimizing risks to Facilities and the University while meeting procurement objectives and ensuring compliance with policies and procedures and maintaining the highest integrity in all contracting, purchasing, and payment activities. The Facilities Capital Finance and Procurement (FCFP) team partners with key Facilities and University stakeholders - including the Finance & Treasury Procurement Services organization, the Office of Audit and Compliance, the Office of General Counsel and the Risk Management Department - to understand and align business strategy, market dynamics, and supplier capabilities in the execution of procurement strategies and stewardship of campus resources. The Director also provides leadership in the areas of sourcing, procurement, contract management, procurement technology systems administration, supplier analytics and reporting.
As a Facilities' subject matter expert and authority on procurement related processes, the Director is responsible for driving continuous improvement and transformation efforts across all shared procurement processes including refining design and construction contracts terms and conditions, expanding eProcurement capabilities, supporting the University's supplier diversity initiatives, establishing standard analytics and reporting packages, and driving efficiency in the process for procuring high volume, low dollar design and construction services to support Facilities' partners. The position also plays a leadership role in the development of effective and efficient procurement and spend management practices for all other purchases within Facilities.
FFAS is embedded within Facilities and is responsible for providing shared services to all Facilities partners as well as the broader University community, including procurement support for all design, construction and related services.
Duties and Responsibilities
Procurement Function Management (50%)
- In partnership with the Executive Directors of FCFP and Facilities Budget Procurement & Analysis (FBPA) and the AVP of FFAS, provides leadership across Facilities departments on procurement best practices and seeks collaborative solutions to common challenges.
- Establishes a high-quality service-oriented approach to save Facilities partners time and effort with procurement needs.
- Builds effective relationships internally business partners; assures robust communication between FCFP and its partners; maintains regular communication with the Facilities community on procurement issues both in writing and in person.
- Ensures the effective training and transfer of knowledge and capabilities to clients.
- Develops and implements metrics that measure the performance of the department against University goals and benchmarks it in a meaningful way with peer institutions.
- Ensures that systems are highly usable for the Facilities' community and that they are implemented in a way that supports efficiency and aligns with strategy.
- Establishes clear processes and tools for contract authoring and document retention.
- Streamlines the procurement process/life cycle to ensure greater compliance, adoption and faster cycle times; ensures that the Facilities' community understands the process and can effectively utilize agreements established.
- Keeps abreast of industry/university best practices and trends in purchasing, payment, and related areas to initiate appropriate innovations including use of templates, automated processes, and eProcurement systems; initiates and leads deployment of and compliance with standard processes, specifications and best practices.
- Maintains family of design and construction contract templates; ensures they reflect latest industry best practices and proper risk exposure for Facilities and the University.
- Develops an analytically focused team and effectively uses spend management tools and data to inform strategies; uses data and analysis to communicate strategies to Facilities and campus partners and to identify and implement cost-saving opportunities.
- Ensures effective compliance and reporting; interacts with internal and external auditors; evaluates and implements audit recommendations.
Strategic Planning (20%)
- In partnership with the Executive Director, FCFP and FBPA provides leadership and strategic direction for the procurement of design, construction and related services and in the establishment, communication, and implementation of associated business goals and cost-saving initiatives.
- Establishes and maintains collaborative relationships with strategic partners across campus (i.e., Finance & Treasury Procurement Services, Office of Audit and Compliance, Office of General Counsel and the Risk Management Department) and leads/participates in various University-wide groups and committees (i.e., Procurement Leadership Group).
Team Leadership & Development (30%)
- Manages, leads and inspires the FCFP procurement team of nine (6) with two (2) direct reports; responsibilities include but are not limited to: mentoring, goal setting and monitoring, honest and clear regular feedback (positive and corrective as needed), career development and coaching.
- Working with the Executive Director FCFP develops business plans, goals and objectives, to implement short- and long-term operational strategies.
- Ensures compliance with both University and Facilities policies.
Complex Tasks, Key Decision-Making, Special Demands
This position has a significant level of purchasing and payment authority and is authorized to sign contracts up to $100,000 on behalf of the University. Unquestionable integrity and responsibility is required. This position is also responsible for compliance with internal and external policies and regulations and responds to audits and other compliance activities. This position requires a high degree of responsiveness including availability during non-standard working hours.
Qualifications
Formal Education (minimal level REQUIRED for this position): , economics, finance, operations, business or relevant discipline.
Work Experience (minimum experience REQUIRED for this position): Ten (10) years senior level experience in procurement, contract administration, operations or other relevant supply chain management or business position.
Essential:
- Experienced leader fluent in multiple disciplines and comfortable leading a shared service team with multiple stakeholders
- Experience procuring design, construction and related services
- Experience vetting and contracting with the large, architects that the University seeks
- Ability to articulate a clear vision for the organization and ability to execute on strategy to attain the vision
- Ability to work collaboratively with a wide variety of stakeholders and customers
- Ability to lead change in a consensus-driven environment across multiple stakeholder groups and to work through influence and persuasion
- Success in the development and implementation of strategic initiatives
- Superior analytical ability to quickly gather facts, perform root cause analysis, and draw conclusions
- Strong conceptual thinking skills with ability to lead others through ambiguous and/or complex issues
- Excellent oral, written, and interpersonal skills for interaction with diverse team members and stakeholders
- Strong negotiation skills
- Dedication to outstanding customer service
- In-depth knowledge of sourcing and procurement principles/best practices and experience with modern sourcing and procurement systems
- Extensive experience drafting contract language and/or procurement policies and procedures
- Ability to manage multiple projects and tasks concurrently and knowledge of business requirement and project management principles and methodologies
- Strong commitment to diversity and inclusion and a track record of creating a diverse, inclusive and welcoming environment
- Strong commitment to maintaining the highest levels of integrity
- Proficiency with Microsoft Office tools (Excel, Word, PowerPoint)
Preferred:
- Bachelor's Degree in supply chain management
- CPM or CPSM certification
- MBA, MS or relevant advanced degree
- Experience with eProcurement tools
- Experience with SRM
- Experience with large capital project portfolios - i.e. over $1bn
- Experience with different types of construction contracts (GMP, Fixed Fee, Time & Materials, Architect, Lump Sum).
- Experience overseeing and maintaining a bespoke set of design and construction contract documents.
- Experience with Large, complex contracts, over $100m each
- Experience with issues like damages (consequential, delay, liquidated), delegated design, limitation of liability, excusable delay.
- Experience with different project delivery methods (CM at Risk; design-bid-build; design-build; IPD).
- Involvement in resolution of disputes during or at end of project (i.e., disputed change orders, etc.)
- Experience with Joint Venture agreements
- Experience with developing creative solutions to problems that arise
