Publishing Procurement Specialist / Assistant to the Director
Acts as graphic arts procurement agent for MIT offices. Has specialized expertise in publishing-related commodities including but not limited to printing, design, writing and editorial services, web development and design, photographic services and electronic publishing services. Evaluates requisitions from MIT offices; issues purchase orders and contracts for stated services in compliance with MIT procurement policies and guidelines. Advises and educates MIT publishers in MIT procurement policies and requirements and PSB guidelines to ensure best practices are encouraged to protect MIT publishers' best interests. Trains procurement assistant and reviews work.
Manages PSB office, supervising and training office assistant and temporary employees. Coordinates building maintenance with building management company.
Assists PSB director with the evaluation, preparation and allocation of PSB's budget. Monitors proposed and actual expenditures.
Promotes services of the PSB to MIT publishers.
Interested applicants should apply online at:
http://sh.webhire.com/servlet/av/jd?ai=631&ji=1383726&sn=I
Principal Duties and Responsibilities
Process requisitions for high-dollar purchase agreements and contracts for MIT publishing- and communications- related purchases, monitoring costs and problem solving. This includes clarification of requisitions, specifications, quotations, pricing and discounts; ensure purchase order audit file is appropriately documented with respect to basis for selection of source and determination of reasonable prices. Place $9 million annually in work for both PSB and non-PSB customers.
Assist in obtaining bids, price and contract negotiations, discount arrangements, and locating and placing business with minority- and women-owned businesses.
Evaluate purchasing trends of the Institute and industry trends, making recommendations regarding new policies and guidelines for publishing contracts. Work with PSB director, Procurement director and contract manager to develop and establish new contract language as needed.
Communicate Institute procurement policies and procedures to MIT staff.
Assist PSB and Web Communications Services (WCS) advisors in negotiating with vendors and in the processing and placement of purchase orders to ensure advisors follow MIT purchasing policies and business practices.
Negotiate billing and payment disputes with MIT vendors and clients. Deal with problems resulting from vendor errors or issues around quality control. Negotiate discounts when vendor problems occur. Act as ombudsperson for MIT clients regarding billing and purchasing disputes.
Act as resource for internal MIT clients at all levels as information provider, offering support in resolving disputes, providing information around rules and regulations of procurement, coordinating POs and requisitions and providing help with SAP.
Assist in the development, preparation and allocation of the PSB's budget. Monitor proposed and actual expenditures against approved budget to ensure that operational funds will be and are being used effectively and appropriately.
Monitor and track costs associated with PSB business and provide billing support for advisors to recoup PSB expenses.
Maintain financial records and provide reports on spreadsheets as requested.
Recommend new systems and procedures for the business processes of the PSB and assist in their development and implementation.
Represent PSB to MIT clients and use position to inform clients not using PSB of the benefits of PSB services. Represent PSB to outside vendors and explain clients' rights and responsibilities.
Supervise senior staff assistant; assist in hiring and training of this position.
Train and supervise entry-level procurement staff as well as procurement voucher payroll employees, temps and student workers in coordination with the PSB procurement advisor.
Process payroll for support staff.
Oversee building maintenance and operations and act as liaison with outside building management company. Serve as primary contact for outside vendors and real estate management company. Direct and oversee work of outside vendors.
Oversee general building and business expenses, allocating costs among the three offices in E28 (WCS, RPO and PSB). Act as resource for all three groups when building or equipment problems arise.
Coordinate meetings and events for PSB, WCS and the Reference Publications Office.
Serve as SAP contact for PSB. Make certain PSB's interests are considered in the development of SAP.
Other duties as needed or required.
Supervision Received
Reports to PSB director. Sets priorities for own work. Work is reviewed at key stages by PSB director, Procurement director and Procurement contract manager.
Supervision Exercised
Provides functional supervision to PSB administrative assistant. Assists in interviewing, setting priorities and goals and evaluating work of administrative assistant. Provides functional and administrative supervision to student employees. Trains and evaluates work of PSB procurement assistant.
Plays major role as team leader within PSB for all issues relating to budget, office process and procurement issues.
Qualifications/Technical Skills
Minimum of 5-7 years of direct/related experience. Experience purchasing publishing- and communications-related commodities and services is required. Aptitude and willingness to learn automated purchasing and electronic requisitioning systems. Experience with budget management, account reconciliation and operations management required. Excellent interpersonal, organizational, communication and computer skills necessary, along with good judgment and flexibility. Experience with MS Word, Excel, FileMaker, email and the web required; SAP experience preferred. Excellent proofreading skills and attention to detail are essential. Good problem-solving skills and demonstrated experience in negotiation and problem resolution. Must be willing to assume responsibility, take initiative, handle several projects simultaneously and work as a team member. Supervisory experience required. Familiarity with MIT a plus.
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