Director of Procurement and Accounts Payable

Updated: 9 days ago
Location: Miami, FLORIDA
Job Type: FullTime

Summary

Barry University, Division of Business and Finance is currently seeking a Director of Procurement and Accounts Payable. This position will manage the daily operation and functions of the Procurement and Accounts Payable Department and its staff. This individual manages the Procure-to-Pay process including Workday-related tasks. Direct the Procurement Team to achieve savings goals along with vendor management, RFP process for new vendors and other procurement related functions.  Performs a variety of tasks associated with the processing of payments, record keeping, generating reports and oversee the quality and quantity of staff work to ensure it is aligned with Procurement and Accounts Payable benchmarks. Develop and manage of department policies and industry best practices. Guide all staff and develop them as needed.


Essential Functions

Management:

  • Supervise department procurement, operations, and account payable staff, including recruitment, time management, work assignments, performance reviews and general supervisory duties
  • Oversee timely processing of supplier addition/change requests, requisitions, purchase orders, contracts, expense reports, and payments 
  • Regular review of production reports such as find payments, find supplier invoice, find expense reports, find cash advances, and others
  • Manage department website and communications, ensuring information is available and current to the Barry community.
  • Manage the department budget
  • Work closely with Finance and provide information for annual University audit, including writing narratives on P2P processes and provide auditors with any requested information or reports
  • Prepare quarterly and annual reports and manage year-end financial closing items for Procurement / Accounts Payable

Procurement, Sourcing, and Contract Management:

  • Regularly assess University sourcing needs, develop plans, and track savings.
  • Manage RFP’s, RFQ’s, RFI’s, or similar for major university service contracts or purchases
  • Work closely with the Divisional and Academic Department heads and key service provider representatives to work on sourcing projects, including identifying need, strategy, savings / operational goals
  • Prepare service contracts, maintain contract templates, work with Legal Affairs to add or update standard University contract documents
  • Ensure scope of work, service level agreements, price list, and other contract documents are included, reviewed, and maintained as needed
  •  Review, sign, or route contracts for approval and signature in accordance with Contract Review and Approval Policy. Negotiate favorable Terms and Conditions on behalf of the University.

Accounts Payable:

  • Assist Accounts Payable with review and approval of expense reports and spend authorizations as needed
  • Review and approve weekly payment settlement run
  • Monitor use and conduct audits of P-card transactions, cash (travel) advances, petty cash accounts, and Podiatry clinical research patient payments
  • Approve emergency payments, wire transfer, and charge / reconcile payments on primary University Procurement Card
  • Submit 1099 tax reporting information to the IRS and mail 1099-MISC form to University payees annually.  Manage any corrections, communication or requests for additional information from IRS or payees
  • Perform semi-annual reviews of university petty cash funds
  • Work closely with Finance team on coding payments accurately for fixed asset tracking, pre-paid, capital and operating lease payments, abandoned property.

Supplier Management:

  • Manage relationship with preferred or major university suppliers
  • Ensure new suppliers provide required documentation on required licensing, insurance, and other qualifications
  • Monitor electronic supplier records, inactivate old suppliers, update records as needed
  • Act as backup for new supplier requests from Supplier request in Workday inbox.

Operations Management:

  • Define, review, and manage all business processes related to P2P functions
  • Oversee all systems used by Procurement and Accounts Payable, including Workday, Scout RFP, Risk Connect
  • Review existing system financial and productivity reports and define/plan for new reporting criteria
  • Lead process for bi-annual Workday new feature releases
  • Oversee faculty/staff training and development opportunities, including managing information in Workday learning, on-demand presentations, and delivering presentations as needed
  • Seek opportunities for system enhancements to improve efficiency in department processes


Qualifications/Requirements

  • Bachelor’s Degree in Business, Finance, or related field is required.
  • Five to seven years of related experience. Seven to ten years of experience will substitute the degree requirement.
  • CPSM or CPM Certification a plus.
  • Ability to generate and review reports.
  • Ability to set goals/objectives; meet deadlines.
  • data entry, generating reports, researching
  • Proficient in Microsoft Suites: Word, Excel, and PowerPoint.
  • Must have organizational skills.
  • Must have Excellent written and oral communication skills: policy & procedures, memo to university community, staff evaluations, reports, verbal communications with vendors & university personnel.
  • Demonstrate a solid understanding of how procurement and accounts payables processes enable the University to meet goals and objectives.  
  • Strong knowledge and experience with automated Procurement and Accounts Payable systems, especially Workday financials, are desired.  
  • Must possess outstanding communication and interpersonal skills that can be utilized in dealings with suppliers, University leadership, key stakeholders, strategic partners as well as faculty/staff at all levels of the organization.    
  • Ability to balance service and compliance, consider savings and operational needs, and make decisions based on overall value and impact to university stakeholders. 

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.


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