New

Procurement Manager

Smith College
United States, Massachusetts, Northampton
10 Elm Street (Show on map)
Jul 26, 2025
If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu. Controller's Office Job Description Job Summary As a member of the procurement and controller's office team, supports the community in all aspects of the purchasing process. This includes advising internal and external stakeholders in procurement policy and process. Create, issue and communicate purchase orders and change orders to internal and external stakeholders. Manages vendor relations, supports competitive bidding processes, and mitigates risk enforcing purchase order and insurance certificate requirements. Facilitate the contracting functions of the College. Assist in the preparation of the quarterly and management reports, annual audits, and required filings. Participate in continual process change and improvement. The Procurement Manager supervises the College's purchase card program and supports other initiatives of the controller's office as appropriate. Supervise the Purchasing Assistant, mentoring, approving timecards and assigning and evaluating work. Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment. Essential Functions: Procurement & Contract Administration45% Manage and facilitate procurement and contracting functions of the College. Support the community in all aspects of purchasing. Partner with the other departments (Facilities, Science Center, etc.) in procurement processes for large purchases. Facilitate, support, and lead Request for Proposal (RFP) processes as appropriate. Facilitate the completion of requisitions and purchase orders from vendor selection through coding and approval. Ensure that bidding policies have been followed or that an appropriate sole source justification completed. Evaluate appropriate accounting for prepaid contracts and license agreements. Create, maintain and communicate contractor and consulting agreements on behalf of the college to internal and external stakeholders. Support new vendor orientation and enforcement of campus policy. Ensure that vendors have appropriate approval to complete work on campus, including active certificates of insurance. Facilitate the collection and tracking of information to support strategic initiatives of the College, such as diversity, equity and inclusion. Partner with Finance, IT, implementation consultants and others to optimize procurement processes in Workday. This includes supplier punch-out management and procurement catalogs where appropriate., Support campus users in their use. Answer questions, troubleshoot issues, design and lead trainings as required. Maintain physical and electronic procurement files consistent with the College's record retention policy, including administration of the contract management system. Complete and maintain tax exemption documents and credit applications for vendors. Update and maintain process documents as necessary. Participate in procurement groups and consortiums. Attend meetings and trainings as appropriate. Procurement Card Program Administration 25% Administer the College procurement card program and Workday expense reporting system. Process procurement card applications, issue cards, administer procurement card limits, exclusions, authorizations, and audit activity. Assist card holders in their responses to fraud inquiries. Remind cardholders of deadlines and managers of pending approvals. Lead Workday trainings in the creation, completion, and approval of expense reports. Participate in the continued improvement of procurement policy and Workday configurations to optimize the user experience and mitigate risk. Evaluate and test Workday product enhancements and lead adoption. Evaluate fee structures and optimize procurement card rebates annually. Prepare reports to evaluate and analyze spend for diversity, equity and inclusion initiative and potential savings. Supervise Purchasing Assistant 10% Provide mentoring, approve timecards and assign and evaluate work. This position is responsible for the supplier onboarding and other administrative tasks. Inculcate the mission and values of Smith College. Other Functions 10% Participate in strategic initiatives and special projects of the controller's office team. Conduct trainings around punch-outs, expenses, requisitions, and invoicing processes. Manage quarterly billing and assist in the support of the College's MFD & copier fleet. Other duties as assigned. All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment. Management/Leadership 10% Manages one or more direct reports in regular and/or fixed term role(s) Accountable for hiring, development / coaching, and performance-related decisions with support from Human Resources Makes informed decisions impacting team and college including setting priorities, allocating resources, and problem-solving Effectively communicates expectations, provides feedback, and ensures alignment with department goals Addresses conflicts and challenges within the team to promote a positive work environment Formulates and implements policies and procedures Minimum Qualifications Required Education: Associate's Degree 1 to 5 years of relevant experience Preferred Qualifications Preferred Education: Bachelor's Degree Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . Be sure you have provided all attachments before submitting your application. You will NOT be able to attach additional files after you have hit the Submit button. Review of applications will begin August 18, 2025 Position Type: Regular About Smith College Located in Northampton, MA, Smith College is one of the largest women's colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst.Students cross-enroll and faculty cross-teach across the Five Colleges. Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu. As set forth in our mission and values, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.