Coordinator - Purchasing

Job Description GENERAL STATEMENT Reporting directly to the Procurement Specialist, the Coordinator provides value-added purchasing services to the college; promotes, and ensures a high level of service to facilitate the provision of procurement services to faculty and staff; actively participates in the recruitment, development, and support of the Purchasing employees; and leads and implements projects, procedures and system enhancement to achieve departmental and college goals. TYPICAL DUTIES • Produces and analyzes competitive bid documents and contracts; • Purchases a wide variety of required goods and services, including the procurement of computer software and hardware and construction management services; • Prepares and/or assists departments in preparing detailed specifications, formal or informal quotes and tenders; • Obtains formal and informal bids and quotations, including Invitation to Tender and Requests for Proposals, from suppliers; • Monitors for adherence to purchasing office policies and procedures; • Oversees the college’s credit card purchase program including administration of cards, review of purchases to ensure all users are in compliance with college policy; • Provides a point of contact and maintain the required coverage for relevant college insurance policies; • Develops and maintains relationships and with purchasers, vendors, brokers, couriers, freight forwarders to ensure best practice and value-added solutions in all purchases; • Initiates and participates in the development and implementation of service standards, tools and practices to meet departmental and college supply demand and goals; • Develops and maintains detailed electronic and hard records to support the purchase of assets for licensing and accounting purposes; • Monitors purchasing cycles to ensure timely delivery; Promotes and ensures a high level of service to facilitate the provision of procurement services to faculty and staff: • Demonstrates excellent customer service and monitors and reviews service to provide responsive improvements to the Purchasing Department; • Develops and delivers training sessions and materials related to procurement systems, processes and procedures for college staff responsible for purchasing; • Uses judgment, creative problem solving and ingenuity to satisfactorily resolve concerns or complaints received, bringing forward issues that require broader consultation and consideration to the leadership team; • Establishes, implements, and updates procedure manuals; • Gathers and analyzes client feedback to propose enhancements to report formats, web information and to business processes; Leads the effective operation of the Purchasing department: • Maintains knowledge of current procurement practices and the functions, business processes and changes within the Purchasing and Finance departments, maintaining two-way communication with workgroups; • Administers and coordinates departmental workload to meet deadlines and departmental/college goals, mentor and support staff through organizational change; • Leads or participates in regular workgroup staff meetings; • Identifies technical support requirements, both internal and external, that are needed to support business processes; • Reviews and develops content for departmental website and support material; • Monitors departmental budget and determines budget priorities including annual capital requests; participate in fiscal year-end and start-up as required; • Coordinates and implements Colleague testing protocols identified for purchasing activities with Finance or other Colleague user groups as required; • Participates in and supports, and may lead, the recruitment and development of the Purchasing employee(s), in consultation with the Procurement Specialist as required; • Liaises with Human Resources, union members and management to ensure that matters related to collective agreements are handled in an appropriate and consistent manner and necessary referrals are made; • Participates in development and review of job descriptions and training plans to support that they meet department and college needs, in conjunction with supervisor; • Coordinates, develops and delivers training to employees in the department, as required; • Contributes to decision-making and planning related to policy, business processes, identifying projects and setting new directions within the department; • Liaises with other post secondary institutions, professional organizations, and other relevant committees or organizations as necessary; • Performs other related duties similar in scope and complexity. Qualifications Bachelor’s degree plus Purchasing Management Association of Canada Certificate plus six years related experience or an equivalent combination of education and experience. • Comprehensive working knowledge of current procurement practices, standards and laws. • Knowledge of products required in an educational environment. • Superior accuracy and professional judgment are required. • Excellent organizational, planning and time management capabilities. • Excellent communication, customer service and interpersonal skills and the ability to develop and maintain exceptional human relations skills are required. • Proven ability to lead a team, make decisions and assume responsibility and accountability. • Demonstrated ability to work under pressure and meet multiple, shifting deadlines. Supporting Truth & Reconciliation Commission's Recommendations Capabilities The core capabilities are required for all positions at the college. Focus on Students and Their Success (Core) • We all have a role to play in promoting and supporting students – directly or indirectly – contributing to their success, education and transition as they build their path to the future. Cultural Alignment (Core) • Inclusion and respect align with Camosun’s traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating. Fostering and Nurturing Relationships (Core) • Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.