Budget And Procurement Manager

Description

At Westminster College, we believe in immersive and enriching experiences that inspire creative thinking and problem solving. We believe in creating opportunities for several different paths to success over a lifetime and the potential to make an impact from wherever you are. For our students, we do this by providing real-world, hands-on learning opportunities, small class sizes, and talented professors dedicated to the individual. Our employees often remark that our tight-knit community creates an atmosphere fostering campus involvement that adapts to all interests. As a result, Westminster continues to be recognized for its excellence in higher education as one of the best small liberal arts colleges in the Midwest.

The Budget and Procurement Manager, under the direction of the Associate Vice President and Director of Financial Planning and Analysis, is responsible for various aspects of budgeting and procurement functions for the college. Budget responsibilities include budget cycle planning, preparation, training, departmental budget coordination, compiling of all budget submissions, presentation to leadership, management, tracking of budget to actuals, and other related activities. Procurement and purchasing related functions include developing and maintaining the college strategic purchasing plan, maintaining and enforcing procurement policies, maintaining positive contractor/vendor relations, evaluating purchasing options, maintaining purchasing records, invoice verification, purchasing trend analysis, cost benefit analysis, preparing recommendations of new purchasing methods, and other related activities.

Requirements

Essential Functions:

1. Yearly Budget Preparation:

• Prepare yearly budget documents and provide training to budget managers.

• Collaborate with department staff in development of each departmental annual budget.

• Partner with department budget managers to understand overall funding needs, goals, etc. and provide creative solutions to achieve goals while maintaining the overall budget targeted dollar amount.

• Review and provide feedback on budget submissions, ensuring total budget remains consistent with strategic plan.

• Present the annual preliminary budget to College leadership including the Senior Vice President, President, and members of the Board.

• Respond timely to all requests and questions during the budget preparation process.

2. Budget Maintenance:

• Provide final annual budget documents to each department.

• Provide periodic reports of budget to actual to each department.

• Ensure departmental expenditures remain within the final budgeted dollar amount.

• Prepare budget exception requests for consideration by College leadership and the Board.

• Attend and participate in meetings providing budget expertise throughout the year.

3. Oversite of Purchasing:

• Collaborate with department staff in the development of the institution's annual purchasing plan including forecasting for strategic purchasing.

• Review current purchasing practices to find opportunities for savings and efficiencies, providing cost savings analysis and reporting.

• Research group purchasing options in an effort to gain cost savings.

• Review purchasing policy for completeness and update as needed.

• Conduct regular purchasing training for all college staff as appropriate.

• Attend meetings and actively participate as a procurement expert.

4. Contract Review, Negotiation, and Management:

• Perform reviews of all contracts prior signature, providing language additions and omissions necessary to manage and avoid risk, and to ensure the procured goods and services meet the need of the college.

• Participate in contract negotiations on behalf of or in collaboration with college officials.

• Ensure goods and services are delivered in accordance with contractual requirements and enforces the terms of the contract when necessary.

5. Competitive Bid Process:

• Develop or assist in the development of request for proposals (RFP) for large projects and purchases.

• Develop a scoring method for all RFPs.

• Conduct pre-bid meetings with potential contractors/vendors.

• Review all received bids for completeness.

• Participate in scoring and award process.

6. Purchase Order Approval and Contract Payment Tracking:

• Review and approve all purchase orders timely.

• Compare invoices to the terms of the contract and advise on appropriateness of payment.

• Maintain a tracking system for each contract budget, invoices paid, and remaining obligation.

• Prepare a monthly summary report of total remaining obligation by contract.

7. General Purchasing:

• Partner with each department personnel to gain an understanding of need and subsequently researches potential suppliers and gathers three competitive bids for purchases not requiring a RFP.

• Review, compare, and analyze products or services to ensure the purchase meets the college need.

• Maintain accurate purchasing and pricing records including supplier data such as qualifications, delivery time, product ranges, etc.

• Maintain good relations with suppliers and contractors.

Job Requirements:

Education: Bachelor's degree in accounting, finance or business administration, or a related field required. Progress toward a MBA is highly desirable.

Experience: A minimum of two-three years of procurement experience required. A minimum of three-five years budget experience required. Minimum of 1-2 years supervising others required. Experience in a college or non-for-profit environment is preferred, however, not required.

Skills: Exceptional analytical skills, communication and negotiation skills, strong computational or mathematical skills, and strong researching skills. Proficient in WORD, Microsoft Excel and PowerPoint, detail oriented, excellent communication skills, both written and verbal with the ability to communicate effectively with various levels of personnel, willingness to take on new initiatives, ability to work independently, ability to make quality decisions, be self-motivated, ability to prioritize workload, use of computerized accounting and budgeting system. Demonstrated ability to multi-task several projects simultaneously and work collaboratively in an "energizing and high paced" team environment focused on institutional problem-solving and advancement.

Benefits:

• Medical, dental, and vision options

• Health Savings Account and/or Flex Spending Account

• Supplemental options: Short-term disability, Hospitalization, Accident, and Critical Illness

• Stand-alone EAP program

• Life, AD&D, and long-term disability

• Retirement 403(b) plan

• Tuition remission or exchange programs

• Sick and Vacation time

• Paid Holidays (15+ each year)

Westminster College encourages and gives full consideration to all applicants for admission, financial aid, and employment. The College is committed to creating a diverse environment and is proud to be an equal opportunity employer. The College does not discriminate in access to, treatment of, or employment in, its programs and activities on the basis of race, color, age, religion, sex, gender, sexual orientation, gender identity or expression, national or ethnic origin, citizenship, veteran status, marital status, disability, or genetic information.

Inquiries about compliance with this prohibition should be directed to:

Associate Vice President & Chief HR Officer/Title IX Coordinator

501 Westminster Ave, Washington West, 2nd floor

Fulton, MO 65251

HR@Westminster-mo.edu

573-592-5226