Executive Director of Strategic Sourcing and Project Management

Widener University is currently seeking an Executive Director of Strategic Sourcing and Project Management. Reporting to the Vice President, Administration and Finance, the Executive Director of Strategic Sourcing & Project Management provides a wide range of operational and administrative support to the Administration and Finance (A&F) Division and colleagues throughout the University. This role is primarily responsible for a broad range of sourcing activities, both strategic and tactical, that address multi-campus, cross-university projects, daily operations and special requests. The Executive Director will manage all external negotiations with vendors, consult with internal and external constituents and direct administrative services as a representative of the Vice President. This position is the primary internal and external point of contact related to customer-service and is responsible for leading efforts to resolve customer service and facilities-related operational issues.

The Executive Director is responsible for creating, maintaining, and monitoring the A&F Division's administrative functions and developing plans and processes for continuous improvement to improve quality, efficiency, and customer experience. This position will closely align with the Executive Director of Facilities Management on both daily and project related tasks.

DUTIES AND RESPONSIBILITIES (including, but not limited to):

Essential duties:

General Administration (includes Procurement, Process Improvement, Value Assessment and Fiscal Operations)

Procurement:

• Provides support for University-wide strategic initiatives with cross-functional teams; leads change management efforts and implementation of new processes and best practices as these relate to sourcing and contracting. Ensures alignment with organizational goals.
• Develop and implement strategic sourcing strategies to optimize cost, quality, and service levels. Partner in the development and issuance of requests for proposals (RFP).
• Lead for all contract drafting, reviews contractor documentation, takes efforts to avoid lapses in contract coverage, resolves disputes, and ensures that deliverables have been met.
• Participate in the selection process for consultant, preconstruction, and contractor selection, when appropriate as required.
• Collaborate with legal, risk, and finance teams to mitigate potential liabilities and enhance vendor accountability.

Fiscal and Facilities Operations:

• Participate in a wide and diverse array of special projects and initiatives as directed by the Executive Director of Facilities Management
• Prioritize numerous competing projects in alignment with Executive Director of Facilities Management and VP priorities.
• Create a departmental service model to support projects and initiatives with collaboration from AVP of Financial Planning and Strategic Analysis.
• Monitor department policies and procedures to ensure they are reviewed and updated, as required but at least annually.
• Assist with department equipment and supplies purchasing to ensure best value for the University, including resale of equipment and supplies to external parties.
• Assist in the preparation of budget and management reports as it relates to commitments and encumbrances for contracts and projects.

Process Improvement and Value Assessment:

• Assists with the continuous improvement and efficient use of the University's ERP system. Collaborates in the testing of updates and releases related to procurement contracts in the system to ensure functionality and alignment with operational needs.
• Researches and evaluates best practices and drafts procedures and policies related to procurement and contracting. Ensures the greatest value to the University is maintained.
• Assess internal opportunities to align, define and refine administrative procedure and protocols. Develop and implement vision and action plan for administrative services.
• Monitor market trends and supplier performance to identify cost-saving opportunities and enhance operational efficiencies.
• Review, assess, create, monitor, and enhance processes to improve operational efficiency and quality of service; Examples include monitoring of industry standard KPIs and development of Widener-specific KPIs.

Facilities Administration - This position will spend at least 25% of the time directly collaborating with Facilities Administration. Top priorities will be:

• Collaborate with finance and department heads to forecast procurement needs and budget effectively.
• Maintain work order system and project listing to ensure tasks are completed and statuses are appropriately communicated
• Lead all event logistics from a facilities and administration perspective in consultation with other community members.
• Develop and generate reports describing project status including schedule and budget information.
• Oversee administration of lease agreements, space utilization, and capital projects to support institutional priorities.
• Work with internal stakeholders to align facility management with organizational objectives.
• Develop policies and procedures to ensure efficient facility operations and compliance with safety regulations.
• Scrutinize status of tasks assigned to department staff by Executive Director.
• Ensure compliance and maintain documentation for certificates, permits and other approvals for all buildings and equipment.
• Manage updates to the document management system and space/project databases with information provided by colleagues in the department.
• Develop and maintain capital projects and deferred maintenance database.

Customer Service

• Develops relationships with suppliers and manages supplier on-boarding.
• Serve as the primary contact for special requests from other departments, students, parents and neighbors.
• Monitor intake of information and requests, delegating to the appropriate resource, internally or externally, and monitoring to ensure completion of request within established deadlines.
• Work with department directors, assistant directors, and vendors to select appropriate contract documents for design, maintenance, repair, and construction services.
• Coordinate all required information and signatures for contract execution in accordance with University policies.
• Reviews continuously reviews administrative support and customer service functions to identify areas for improvement.
• Communicate with University constituents regarding unscheduled outages and other facility emergencies.
• Manage all of the department files, including network files, in accordance with University and department retention policies.
• Assist with execution of purchase requisitions for service agreements and capital projects.
• Maintain and grow partnerships with internal partners such as finance, human resources, campus safety and other facilities partners.
• Develop customer service service-level-agreements for service delivery.
• Responds to complex inquiries from all levels of employees or external sources regarding a variety of questions, such as clarification of contracts and procedures.

MINIMUM QUALIFICATIONS (education/training and experience required):

Required:

• Bachelor's degree in Business Administration, Supply Chain Management, Finance, or a related field.
• Minimum of 7-10 years of experience in sourcing, procurement, contract management, or facilities administration.
• Excellent communication and leadership skills with the ability to influence stakeholders at all levels.
• Demonstrated ability to manage budgets, optimize costs, and drive strategic initiatives.
• Strong negotiation, analytical, and problem-solving skills.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and Access).
• Ability to communicate concepts and processes clearly and effectively in oral or written form.

Preferred:

• Bachelor's Degree in Facilities Management, Business Administration, or related field.
• Strong knowledge with complex public procurement and contracting management with focus on federal and state policies, laws, regulations, and best practices
• Experience in higher education setting working with faculty, staff, and students to provide excellent customer service.
• Demonstrated ability in establishing and maintaining collaborative relationships with a full range of campus and external constituents.
• Knowledge of modern facilities management trends, including but not limited to capital construction delivery methodologies and procurement practices.
• Experience in developing, maintaining and operating a modern comprehensive work order system.

PHYSICAL REQUIREMENTS AND/OR UNUSUAL HOURS:

• Valid driver's license with evidence of insurability;
• Position is eligible for flexible work schedule;
• Walking, sitting, lifting, pushing, pulling and ability to use computer for extended periods of time;
• Extended work hours required during peak periods, emergencies, and special events.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law. Widener University is committed to fostering an inclusive community in which faculty, staff, and students from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive. We are an equal opportunity employer and are committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity, genetic information, or status as a protected veteran.

Some positions may be eligible for a hybrid or remote work arrangement that may include a partially or fully remote work location, consistent with Widener's Flexible Work policy.

Widener University, an independent, metropolitan, doctoral-intensive university, connects curricula to social issues through civic engagement. Dynamic teaching, active scholarship, personal attention and experiential learning are key components of the Widener Experience. Located in Chester, PA, Widener's main campus is nestled between Philadelphia, PA and Wilmington, DE, with Law Schools located in both Harrisburg and Wilmington. For more information about the university, please visit our website at www.widener.edu.

EOE M/F/V/D