Purchasing Assistant/MWBE Coordinator

SUNY Cortland; New York (NY); On-site; USD 56,000 - 61,000; Full time

Job summary

SUNY Cortland is seeking a full-time Minority and Women Owned Business Enterprises (MWBE) Coordinator to ensure compliance with MWBE and Service-Disabled Veteran Owned Business (SDVOB) programs. The role includes training, procurement, and compliance responsibilities, making it crucial for advancing diversity initiatives within the college's operations.

Benefits

Health insurance

Dental insurance

Vision insurance

Paid family leave

Tuition reimbursement

Qualifications

• Bachelor’s degree or associate’s degree with 3 years’ business-related experience.
• Experience with Microsoft Office.

Responsibilities

• Direct the MWBE / SDVOB initiative and act as the single point of contact.
• Maintain up to date knowledge with all regulatory and governmental requirements.
• Responsible for monitoring and certifying all contract payments.

Skills

Microsoft Office

Education

Bachelor’s degree

Associate’s degree

Job description

Salary Range $56,500-$60,500 (Depending on Experience)

Salary Determination

Starting salary rates are based on multiples factors which may include the position’s major responsibilities, the applicant’s background including education, work experience, and key competencies, the university’s strategic priorities, internal peer equity and external market analyses, applicable federal, state, and local laws and negotiated labor contracts.

Position Effort

Position Effort Full-Time

If Part-Time, enter FTE:

Is this a temporary position?

Is this a temporary position? No

If Temporary, enter End Date:

Position Summary

The Minority and Women Owned Business Enterprises ( MWBE ) Coordinator is responsible for the College’s compliance with all requirements of the MWBE and Service-Disabled Veteran Owned Business ( SDVOB ) Programs, including the development and implementation of strategies to achieve New York State ( NYS ) mandated goals. This position will provide training and education to campus departments related to NYS and SUNY MWBE / SDVOB regulations. This position is the main point of contact for campus’ preferred source compliance and is also responsible for conducting both formal and informal procurement solicitations, including requests for purchases, invitations for bids, and requests for quotes (RFPs, IFBs & RFQs) as assigned.

Watch to learn more careers at SUNY Cortland: https://vimeo.com/1038936490

What makes SUNY Cortland a great place to work?

• Our positions provide predictable salary progressions, and many offer permanency.

• Generous benefits include health, dental, and vision insurance, various retirement program options, paid family leave and/or parental leaves, flexible spending and dependent care accounts, long term disability and tuition reimbursement.

• SUNY Cortland prioritizes work-life balance and well-being in all forms. The university’s state-of-the-art Student Life Center is free for employees to use, with membership options for families. SUNY Cortland’s Child Care Center welcomes the children of employees and community members, as space allows. Alternate work schedules are available with a supervisor’s approval.

• Professional development opportunities exist through training, continuing education programs, tuition reimbursement and conference travel, based on funding.

• Cortland County and surrounding areas offer easy access to arts, entertainment, outdoor recreation and much more. Experience Cortland dives deep into the region’s offerings

Major Responsibilities

Minority and Women Owned Business Enterprises ( MWBE )/ Service-Disabled Veteran Owned Business ( SDVOB )

• Direct the MWBE / SDVOB initiative and act as the single point of contact for interaction with all stakeholders to advance MWBE / SDVOB utilization
• Attend pre-bid construction meetings as requested to supply compliance related information, offer assistance and answer questions
• Identify obstacles to MWBE / SDVOB contracting and increase opportunities and accessibility of information regarding college projects
• Provide up to date information for the maintenance of the university’s MWBE / SDVOB website
• Enter all contract subcontractor information in NYS Contract System to capture spending by SUNY
• Scrub quarterly data for compliance and exclusionary spending
• Review bid packets to include goal setting and make recommendations for utilization of MWBE / SDVOB vendors/contractors
• Review MWBE / SDVOB performance, initiate discussions as required, and take necessary actions to resolve issues and improve future performance
• Request waivers for specific procurements
• Utilize SUNY NYS Contract System for MWBE / SDVOB data management and reporting
• Utilize SUNY NYS Contract System for MWBE / SDVOB goal setting

Compliance

• Maintain up to date knowledge with all regulatory and governmental requirements related to supplier diversity
• Work to ensure that there is adequate participation on projects by MWBE /SDVOBs
• Use knowledge of purchasing procedures as they relate to the campus, SUNY and NYS guidelines and regulations to ensure compliance
• Create and maintain work manuals for all job-related duties
• Serve as the compliance administrator and campus contact for NYS Preferred Source program
• Receive and file EEO forms in OnBase with affiliated contracts
• Utilize electronic filing system (OnBase) to maintain documents related to the position
• Serve as an internal controls review team member which includes conducting reviews of actual output/transactions against documented policies and procedures for 2-3 of the predetermined 8 high-risk areas each year and making recommendations based on findings

Procurement/Contracts

• Responsible for monitoring, certifying, and the encumbrance of all contract payments and include contract adjustments utilizing the SUNY WEB Procurement system
• Serve as the main point of contact for ordering business cards and stationery
• Work with departments to create and issue bid documents, including specifications, evaluations tools and charts. This will include the use of electronic sourcing software (currently – Red Dragon Sourcing)
• Manage procurements through award of contract and submission to the Attorney General’s Office and Office of the State Comptroller as required
• Engage in outreach, due diligence, and networking to build relationships and monitor MWBE / SDVOB and Preferred Source opportunities through a variety of strategies
• Facilitate meetings with MWBE / SDVOB vendors and department managers to discuss and identify supplier opportunities

Training

• Participate in SUNY and NYS professional development related to job duties
• Develop and administer campus wide training on NYS and SUNY policies and procedures related to position duties

Purchasing Support

• Provide back-up for administration of e-sourcing site, Red Dragon Sourcing
• Provide Backup for Affiliation Agreements
• Provide backup for obtaining insurance certificates for the campus
• Process purchase orders in the absence of the Office Assistant

Functional and Supervisory Relationships

• Position will report directly to the Director of Purchasing & Accounts Payable
• Works with various departments throughout the campus

Required Qualifications

• Bachelor’s degree, or an associate’s degree with 3 years’ business-related experience
• Experience with Microsoft Office (i.e., Word, Outlook, Excel)

Preferred Qualifications

• Bachelor’s degree in a business-related field
• Two or more years of experience in procurement-related field (highly preferred: NYS / SUNY procurement experience)
• Experience with MWBE / SDVOB programs
• Experience reviewing contracts
• Experience working in higher education

About the University

A top public university of approximately 6,600 students located in the geographic center of New York State, SUNY Cortland provides accessible, affordable education to students from across the U.S. body. One of 13 comprehensive universities in the State University of New York system, SUNY Cortland prides itself on its rigorous undergraduate and graduate programs in the liberal arts, sciences, education, and professional studies. For more than 150 years, SUNY Cortland has provided unmistakable value for students seeking a well-rounded academic, athletic, and social experience. The University ranks among the top campuses in the nation on Money magazine’s “Best Colleges for Your Money List,” fields a powerhouse Division III athletics program and boasts an impressive network of alumni making a difference in education, business, government, fitness, medicine and many other fields.

EEO Statement

The State University of New York at Cortland is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/ EEO / ADA ) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university.

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