Assistant Director of Procurement

  • Company: Saint Joseph’s University
  • Location: Philadelphia, Virginia 19131 US
  • Salary:
  • Date Posted: October 4, 2021


Welcome and Introduction Saint Joseph's University is a private, Catholic, Jesuit institution and we expect members of our community to be knowledgeable about - and to make a positive contribution to - our mission. Saint Joseph's University is an equal opportunity employer that seeks to recruit, develop and retain a talented and diverse workforce. The University is committed to the diversity of its faculty and staff so that our students, our disciplines and our community as a whole can benefit from the multiple perspectives it offers. The University seeks qualified candidates who share our commitment to equity, diversity and inclusion. EOE Saint Joseph's University prohibits discrimination on the basis of sex in its programs and activities, including admission and employment, in accordance with Title IX of the Education Amendments of 1972. The Title IX Coordinator is responsible for overseeing compliance with Title IX and other civil rights laws and regulations. To contact the Title IX Coordinator, e-mail, visit Campion Student Center suite 243, or call 610-660-1145. To learn more about the University's Title IX policies, the process for filing a report or formal complaint of sex discrimination, sexual harassment, or other form of sexual misconduct, and the University's response to reports and/or formal complaints, please visit Inquiries may also be directed to the Federal agency responsible for enforcing Title IX, the U.S. Department of Education Office for Civil Rights. Position Summary or Faculty Qualifications The Assistant Director of Procurement is responsible for assisting in the daily management and supervision of Procurement operations, ensuring appropriate and consistent interpretation of and compliance of policies and procedures. This is a high energy, forward facing role that requires the consistent delivery of collegial communications and professional conduct in a fast-paced environment. The Assistant Director of Procurement executes this duty through the establishment of policy and procedures and the application of these policies and procedures through procurement operations as well as the campus community. As part of the management function, the Assistant Director of Procurement assists in developing the vision and strategic planning leadership for these areas, including the establishment and implementation of goals and objectives to achieve these strategic plans.

Duties and Responsibilities:

Procurement Operations & Management:

  • Assists the Director in providing direction, training, and guidance for procurement operations
  • Provides training to university community on procurement protocols and best practices
  • Assists in overseeing, planning, directing, organizing, and authorizing all procurement activities for the university
  • Assists in the development, documenting, and implementing comprehensive purchasing policies and procedures that leverage industry-leading practices
  • Attend community meetings and / or industry related meetings to represent university as necessary

Procurement Card Administration:

  • Provide analytical support to management through development of monthly, quarterly and annual PCard spend and usage reports.
  • Review and analysis of monthly Pcard reconciliation process for 200+ cardholders
  • Review and analysis of monthly PCard transactions to ensure compliance with policy
  • Process and review applications and issue new procurement cards to employees, obtaining necessary documentation and department approvals
  • System review and management of cardholder/supervisor approval hierarchies
  • Quarterly review and analysis of cardholder credit limits as instructed by supervisor and allowed by policy
  • Perform monthly download from commercial card system and upload to Banner
  • Deactivate cards for employees who have left the University, have moved to another department, or who should no longer have access to card privileges
  • Generate usage and other transaction related data reports


  • Review, analyze and process electronic requisitions to purchase orders ensuring completeness of all required details and appropriateness of supporting documentation
  • Process change orders within Banner to existing purchase orders as necessary
  • Generate purchase order usage and spend reports
  • Assists with the advertisement of sourcing opportunities, distributes specifications to vendors, conducts vendor conferences, receives and secures bid proposals, oversees the evaluation process and contract award.

Vendor Record Maintenance:

  • Create vendor records in Banner, ensuring all required fields are accurately completed and certificates of insurance are on file
  • Maintain vendor records in Banner, ensuring vendor demographics and contact information are correct and duplicate vendor records are purged
  • Scan and file purchase orders and supporting documentation in the Banner Document Management System; scan and file general office correspondence on the Procurement shared drive

Secondary Responsibilities:

  • Accounts Payable
  • Assist in the day to day accounts payable operations in all areas: PO and non-PO invoice processing, travel and non-travel expense reimbursements and vendor account reconciliations
  • Assist with the distribution of all invoices to departments for proper approval Procurement Systems
  • Assist in the continuous monitoring and system auditing for adherence to financial controls, university policies and standard and assists in identifying / researching technology improvements and solutions to enhance university community experience.
  • Other projects and duties as assigned

Physical Requirements and/or Unusual Work Hours: Must be able to work sustained periods of time on a computer and phone

Minimum Requirements:

  • Bachelor's Degree in business or related field
  • Ability to create and distribute reports and key information
  • High detail orientation with strong analytical and mathematical skills 
  • Excellent organizational, time management, and multitasking skills
  • Excellent presentation and communication skills to share findings in an understandable and actionable manner tailored to diverse audiences and stakeholder needs
  • Understanding and commitment to the mission of Saint Joseph's University
  • Experience in procurement business operations

Preferred Qualifications:

  • Experience in procurement for an institution of higher education
  • Experience with Banner, the university's financial management information system. Open Until Filled Saint Joseph's University seeks qualified candidates who share our commitment to equity, diversity and inclusion. EOE M/F/V/D



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