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Associate Vice President for Administrative Services

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Index/Position No.: 40200/232510
Level 16
Position Title: Associate Vice President for Administrative Services
Department: Procurement and Contract Services

Expectations for All Employees

East Tennessee State University pursues its mission based upon core values. An employee's job performance must support and exhibit the university's core values:

PEOPLE come first, are treated with dignity and respect, and are encouraged to achieve their full potential;
RELATIONSHIPS are built on honesty, integrity and trust;
of people and thought is respected;
is achieved through teamwork, leadership, creativity, and a strong work ethic;
is achieved through wise use of human and financial resources; and COMMITMENT to intellectual achievement is embraced.

Function of Position

Responsible to the Vice President for Finance and Administration for directing the contracts, purchasing, accounts payable, fixed assets, central receiving, surplus property; managing emergency preparedness activities, and performing special project activity as directed by the Vice President; managing the budget for areas of responsibility; preparing reports for TBR and legislature; and performing other related duties as assigned.

Essential Functions

Directs the purchasing, accounts payable, central receiving, fixed assets and surplus property sections of the university.

Advises staff and departments on the development of specifications for bid requirements.

Directs the bidding process.

Participates in the proposal process of large university and capital outlay/maintenance projects preparing complex and detailed requests for proposal.

Directs university procurement card program.

Plans, manages and directs electronic procurement program; administers dynamic workflow and approval processing; manages user security; interfaces with electronic procurement software provider; establishes procedures for electronic procurement; administers integration between electronic procurement systems and the university ERP, Banner; trains staff and university in the electronic procurement system.

Acts as Contract Officer for the University.

Reviews draft contracts and recommends approval.

Negotiates with outside parties regarding the disposition of impermissible clauses and inclusion of required clauses.

Works with departments in the development of contracts.

Prepares quarterly contract reports for the legislature/Tennessee Board of Regents.

Reviews, amends and signs university contracts related to purchase orders (maintenance, service, rental, lease and accommodation agreements, vendor credit applications, etc.) negotiating with suppliers as necessary.

Advises Vice President on contracts and procurement matters.

Responsible for coordinating and managing emergency preparedness activities of the university in cooperation with the Department of Public Safety and Office of Environmental Health and Safety.

Performs special projects for the Vice President as directed.

Interprets, monitors and administers university and TBR policies and procedures to assure compliance.

Interprets university and TBR policies for department heads.

Insures compliance regarding university and TBR policies and guidelines.

Develops/modifies and implements new operating procedures.

Maintains departmental budget.

Supervises employees within area of responsibility.

Secondary Functions

Serves on university committees as required.

Performs other related duties as assigned.

Knowledge and Abilities

Knowledge of the principles of contract law, accounting and business practices.

Knowledge of federal, state and university guidelines.

Knowledge of university and Tennessee Board of Regents policies, procedures and guidelines.

Knowledge of information systems development and implementation.

Knowledge of higher education environment and its relationship to the university community.

Knowledge of best practices related to emergency preparedness

Ability to exercise good judgment in evaluating situations and making decisions.

Ability to supervise employees in a fair and equitable manner.

Ability to communicate effectively, written and oral.

Ability to manage challenging situations.

Ability to manage multiple priorities through to completion.

Ability to solve problems effectively.

Ability to interpret and apply policies and guidelines effectively and accurately.

Ability to work independently and as a team member.

Ability to exercise discretion, confidentiality and judgment in dealing with sensitive issues.

Supervision Given and Received

Initiates broad programs under general direction, working from policies and general objectives. Directly supervises administrative and classified employees.

Minimum Qualifications

Bachelor's degree in business administration or related area of concentration with three to five years of experience in institutional purchasing; proficiency in higher education and medical procurement practices.

January 2012

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