Classification: Administrative Analyst/Specialist Exempt I
Anticipated Hiring Salary: Mid $5,000's per month
CSU Salary Schedule
Hours: Full-time / 40 hours per week
Priority Screening Date: Apply Today! Priority Screening Date is Extended to January 16, 2023
Recruitment Status: Open Until Filled
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives with a focus on student success and engagement through experiential learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. With a vibrant, diverse student body of over 7,400 students. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI).
The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB’s sustainability initiative is to be carbon neutral by 2030. The university’s faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.
Under the general supervision of the Director of Procurement and Contract Services (PCS) the Procurement Specialist is responsible to work independently and perform a variety of professional procurement activities. Incumbents perform moderately complex procurements that require analysis and tend to specialize in particular commodities or services. Independently conducts formal bidding and negotiations for procurements. Proactively recommends procurement methods and utilizes systems and technology to assist with procurements. Establishes annual contracts for the purchase of supplies and services. Deals directly with vendors and independently negotiates scope of work, price, payment schedule, terms, and conditions. Sets up vendors, and coordinates the vendor onboarding process. Assesses the risk and understands the repercussions of bid decisions. Provides recommendations on policies, tools, and procedures and participates in departmental decisions for implementation. Resolves issues from users, vendors, and the public.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
- Negotiates, develops and prepares moderately complex contracts. Interfaces with members of the campus community and supplier base to assist with the development of contracts, document review, risk assessment, and monitoring supplier performance. Sets up vendors in Payment Works and the Common Financial System or other equivalent process and coordinates the vendor onboarding process.
- Researches and applies proper CSU and University policies and requirements for contracts, memoranda of understanding, task orders, change orders, and agreements. Analyzes, modifies and recommends improvements for current contracts and associated documents. Manages campus-wide contract templates to optimize compliance with policies and regulations.
- Administers contracts to ensure appropriate execution of a variety of contract documents including notification of terms, general provisions, compliance terms, termination of contracts, and insurance certification as required, including review of coverage limits and verification of insurance criteria. Interprets and communicates contract documents, terms and requirements to outside suppliers and department contacts.
- Develops and administers the solicitation process for procurement of services of a moderate nature. Determines the appropriate methodology and applies proper legal and policy requirements. Administers acceptance, review and evaluation of formal bids. Coordinates bid evaluation teams, writes bid analyses and abstracts, and evaluation and recommendation reports for small to medium dollar valued projected with limited scope and implications.
- Analyzes and evaluates current procurement procedures and policies and proposes improved systems, including project protocol, task management, business processes, contracts processing, documents handling and retention.
- Researches, develops, secures approvals, and manages business process improvements and business solutions in Procurement and other areas of contract services, including public surplus auctions.
Performs other job-related duties and special projects as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Thorough knowledge: of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations. Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management. Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
Skills: Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management. Demonstrated consultative skills in working with internal and external constituent groups. Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
Ability to: take initiative and work independently to determine effective approaches to projects and priorities; organize, coordinate, and perform work in various situations where numerous and diverse demands are involved; apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; apply extensive expertise to the complexity of maintaining effective university-community partnerships in both face-to-face and online contexts; work with representatives from public and private entities and handle potentially sensitive situations.
Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
Ability to effectively read, interpret, explain and properly apply rules, regulations, laws, policies, and procedures. Skill in researching and preparing complex specifications and scopes of work for solicitations and contract documents. Skill in negotiating moderately complex contracts. Ability to make difficult decisions and award contracts impartially and objectively. Ability to effectively communicate and present ideas in a persuasive manner. Working skill in project management. Ability to establish schedules and to complete projects on a timely basis and within budget.
Equivalent to a Bachelor’s degree in Procurement, Accounting, Public Administration, Business Administration, or a related field from an accredited college or university is preferred. Completion of some professional procurement training is preferred. A combination of education and experience may offset a Bachelor’s degree. Certified Professional Public Buyer (CPPB) or equivalent is preferred.
A minimum of three (3) years progressively responsible experience in procurement or related field.
SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:
- All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
- The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
- This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
- This position has been designated as a sensitive position with responsibility for the care, safety and security of people (including children and minors), animals and CSU property; authority to commit financial resources of the university through contracts greater than $10,000; access to, or control over, cash, checks, credit cards, and/or credit card account information; access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards); control over campus business processes, either through functional roles or system security access
- This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
- This position is designated as a Campus Security Authority (CSA). The position is required to participate in training at the direction of the Clery Director and must also promptly report allegations of reportable crimes according to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, its accompanying regulations; the California State Education Code, Chapter 15.5, of the Donahoe Higher Education Act, Section 67380; and the California State University system-wide policy, Code EO 1107.Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
- May require occasional evenings and/or weekend work.
Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.
The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.
Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.
CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14-paid holidays a year. For more information, visit CSU System Benefits. Additionally, as a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.
For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.
CSUMB is not a sponsoring agency for staff or management positions.
Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389 or firstname.lastname@example.org. All employees must be eligible for employment in the U.S.
CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.
CSUMB is a smoke and tobacco-free campus.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:
CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.