The Director of Procurement and Accounts Payable in collaboration with the Provost, Vice Presidents, Academic Deans and Budget Managers, is responsible for the development of a strategic approach to the University’s procurement of goods and services. Develops and updates policies, guidelines and procedures, and educational training for procurement and accounts payable activities with a long-term vision to add value, optimize resources, improve quality, and achieve efficiency for the University. This position leads the day to day operations of the department including supervision of staff, vendor relationships, timely processing and payment of invoices and other transactions, maintains effective internal controls and safeguarding of assets in accordance with Ashland University policies as well as compliance with applicable laws and regulations.
Essential Duties and Responsibilities:
- Manages and directs the procurement and accounts payable Business Office staff.
- Work closely with the Provost and Vice Presidents in establishing and implementing strategic procurement goals and key performance indicators (KPI’s); develop, recommend and implement new and innovative methods and processes to accomplish procurement objectives and efficiency while ensuring compliance with University objectives.
- Assist and collaborate with the Provost, Vice Presidents, Academic Deans and Budget Managers the procurement and follow up on any non-performance of goods and service and professional agreements and contracts and may require engagement with the University’s General Counsel.
- Document and implement policies and procedures that provides effective internal controls and supports efficient and effective purchasing and procurement, optimize electronic payments to vendors, traditional check payments, and procurement card (P-card) operations.
- Ensure vendor payments are properly authorized, accurate and in compliance with University policies and procedures, generally accepted accounting principles, and regulatory requirements.
- Develop and support continuous process improvements for sourcing and procurement of goods and services and business solutions that are quality and brand appropriate in a timely manner.
- Collaborate with the Chief Human Resources Officer and General Counsel, the Provost, Vice Presidents, Academic Deans and Budget Managers to leverage all available procurement tools: including but not limited to the development of request for qualifications (RFQ), request for proposal (RFP), negotiations, and proposal/bid analysis to secure advantageous terms with external vendors, and maintains an electronic contract management system.
- Develop, implement and communicate procurement policies, guidelines and procedures, and educational training to add value to the University, optimize cost savings and cost avoidance, and promote effectiveness and efficiency.
- Manage procurement operations to ensure continual monitoring, assessment and analysis of University vendors and goods and services requirements.
- Serve as the primary contact for procurement related questions, training, policy and procedure interpretation.
- Manages the preparation and reporting of IRS Forms 1099-MISC, 1099-NEC and other regulatory compliance as applicable, including unclaimed property reporting.
- Assist with monthly and year-end closing procedures, entries and reporting, and external and internal audits by preparing appropriate work papers and reports.
- Performs monthly cash disbursement analysis, monitoring and forecasting to maximize investing and ensure sufficient working capital.
- Provide leadership in maintaining quality staff through recruitment and development that creates a positive culture for employee growth and satisfaction and meets the needs of the University.
- Conducts periodic training and instruction opportunities through the utilization of various educational formats/structures to effectively promote awareness of departmental services and improve compliance with established procurement, payable, and disbursement processes.
Additional Duties and Responsibilities:
- Stay current on market trends and identify and assess opportunities for innovation to adapt in the changing environment.
- Ability to manage multiple assignments and projects, meet deadlines, use sound judgment, and interpret local, state and federal laws, rules and regulations; through self-directed professional readings and attending professional development training.
- Serve on various University committees and task forces as required.
- Ability to work after hours and weekends as needed.
- Other related duties as assigned.
