Under the direction of the Vice President for Finance and Treasurer (VPFT), responsible for all phases of Montclair State University’s procurement process and financial administration involving capital projects (new construction, building renovation projects, and related fit-outs); and goods and services that support ongoing facilities maintenance, repairs and operations (MRO). Montclair State University is a public research university, with $400 million of annual expenses and $1.2 billion in assets.
Working in partnership with the University Facilities and other departments, the Director assists in the design of specification documents, organizes the related procurement planning and administration documents (such as requests for proposals, contracts, change orders, and applications for payment), and ensures the integrity of the procurement and financial aspects of capital projects from inception to completion. As a member of the VPFT senior team, the Director participates in the development and implementation of college and/or division-wide policies and procedures, helps introduce or adapt to new technologies, trains departmental and other staff on existing or new processes, and applies an analytical perspective to the capital procurement system.
MAJOR DUTIES AND RESPONSIBILITIES
Collaborates with the VPFT, the Director of Procurement for Good and Services, and University Counsel to establish effective procurement policies to meet the requirements of the Board of Trustees, applicable law and regulations, and sound industry practices. Ensures adherence to requirements and industry standards.
Interprets university policies and applicable state laws to determine appropriate methods of capital procurement (DPA, Publicly bid RFP, Waiver of Advertising RFP, RFQ, State Contract or GSA).
Working primarily with University Facilities, plans, organizes, and administers each capital and MRO procurement, beginning with the identification of need and continuing through bidding, evaluation, selection, award, and contract execution. Provides guidance on all phases of the procurement.
Organizes, plans and directs procurements involving the design, engineering, construction, and maintenance of campus facilities.
Assists in negotiating sound business terms while supporting tight project timeline requirements and the need for a high level of service both internally and externally.
Reviews and prepares contract awards for approval by the Vice President for Finance and Treasurer, and the Board of Trustees for Waiver of Advertising contract awards and other contract awards greater than $500,000.00.
Reviews and acts on construction, maintenance, repair and operations-related purchase orders, change orders, final change order documents, and contractor payments submitted for the Vice President’s signature as Contracting Officer.
Establishes and maintains effective communication and cooperative working relationships with administrators, faculty and staff, government and private agencies and/or the public in order to accomplish the objectives of Construction Procurement Services.
Reviews and verifies contractor and consultant insurance certificates, business registration certificates, performance bonds, payment bonds and all other contractual requirements prior to presentation of contracts to the Contracting Officer.
Recruits, manages, and arranges for staff training as appropriate; mentors, coaches, and evaluates departmental staff members and delivers training and guidance to other university constituents.
Develops and implements appropriate procedures to ensure compliance and sound internal controls.
Assists the Office of University Counsel with the financial review and settlement of construction claims, disputes and OPRA requests.
Prepares reports, approval requests, and other documents for the Board of Trustees as required.
Acts as liaison with the New Jersey Office of the State Comptroller. Notifies OSC of project plans that exceed specified thresholds, and secures approval when required.
Administers and interprets applicable federal and state laws that impact upon the Finance Division or other departments, including Affirmative Action and Prevailing Wage compliance as they apply to public works projects.
Serves as the Finance liaison for building operations at The Overlook Corporate Center, ensuring that all Divisional access, parking, maintenance and operational needs are met. Manages the Division space allocations and assignment changes.
Participates with other senior University managerial staff in the development and enforcement of University policies, procedures, and long and short range planning.
Maintains integrity and appropriate confidentiality in University and Division operations.
Undertakes complex, often confidential projects as assigned by the Vice President.
Manages the records retention procedures of the department and ensures compliance.
Participates on University committees as assigned.
The above statements reflect the general details considered necessary to describe the principal functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the position.
• Bachelor’s degree from an accredited college, preferably in business, accounting, construction management, engineering/architecture, or a field related to the responsibilities of the position. A Master’s degree in a relevant field is a plus. • Strong knowledge of public bidding laws, regulations, requirements, and best practices; preferably gained through prior work experience a similarly large, complex institution. • At least five years of experience directly supervising complex, high-volume procurements in a large, complex institution. Additional industry experience, including contract administration, payment processing, change order approval, and claims and dispute resolution, is preferable. • A strong functional background in construction design or engineering, bid design/evaluation, contract administration, and project management is a strong plus. • Strong technology skills, including proficiency with a robust ERP such as PeopleSoft, spreadsheets, and construction project management software. • Knowledge of relevant budgeting, accounting, and internal control principles and techniques. • Strong analytical capabilities, an ability to adapt and innovate while adhering to established procedures and requirements. • A commitment to the principles and practices of continuous improvement. • Excellent written, oral, interpersonal and management skills.
With a proud history and a vibrant future, Montclair State University is one of New Jersey’s most diverse and dynamic institutions of higher education. One of four public research institutions in the state, Montclair State is designated a Research Doctoral 3 University by the Carnegie Classification of Institutions of Higher Education.
Located 12 miles west of New York City on a 252-acre suburb...an campus which boasts modern, state-of-the-art facilities complemented by green spaces, public plazas and striking Spanish Mission architecture, the University offers a comprehensive undergraduate curriculum with a global focus; a broad variety of superior graduate programs through the doctoral level; and a highly productive, dedicated and diverse faculty and student body.
The University’s 10 colleges and schools offer more than 300 undergraduate and graduate majors, minors, concentrations and certificate programs, and with more than 120 student organizations and 18 NCAA Division III athletic teams for men and women, Montclair State offers its students a comprehensive college experience.
Montclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity. Additional information can be found on the MSU website at montclair.edu