Capital Project Procurement & Planning - Manager - Framingham State University
Framingham State University
January 26, 2018
Location: Framingham, MA Category: Staff Posted On: Thu Jan 25 2018 Job Description:
GENERAL STATEMENT OF DUTIES: The Capital Project Procurement & Planning Manager assists the Director of Procurement & Contracts Management in the management & coordination of procurement operations, controls, & personnel. Creates & implements policies & procedures throughout the University in the area of general & construction contracting to comply with all federal, state, & university laws (e.g. MGL Chapter 149, 30, Prevailing Wage, etc.), regulations, policies, practices & audit requirements. Works with various state agencies, auditors, & university departments in the areas of procurement & contracts with a concentration in construction & capital project procurement, planning, project management, & reporting. Provides procurement, accounting & budgeting support for all capital projects, construction in progress, & capital grants & / or ISAs (Interdepartmental Service Agreements.)
For capital / construction projects, this position provides procurement & accounting oversight & reporting to the Executive Vice President-Administration, Finance & Technology, the Assistant Vice President-Finance & Business Services, the Director-Procurement & Contracts Management, the Assistant Vice President-Facilities & Capital Planning, the Director-Financial Planning, outside architects, project managers, construction vendors, & other FSU staff.
General Procurement & Contracts Management
Assist the Director of Procurement & Contracts Management with all aspects of Framingham State University (FSU) procurement according to approved Commonwealth & FSU procedures including purchasing processes, purchase requisitions, bidding & purchase / contract negotiation.
Prepare bids / Requests For Proposals (RFPs.) Assist in vendor negotiations & contact before, during & after bid; resolve issues. Manage & maintain the Ellucian Banner (FSU's ERP system) requisitions, Purchase Orders (PO's) etc.
Assist in the development &/or revision of all Procurement / Contracts policies & procedures & staff training & communications regarding purchase & solicitation regulations, policies, & procedures.
Assist the Director in providing training to new purchase approvers & contract managers.
Keep current on bid / RFP procedures & State Purchasing regulations including MMARS (the MA Management Accounting & Reporting System) & CommBuys (the state's electronic marketplace).
Post RFP's and bids on FSU / Business Office website
Assist & / or act as backup to the Director for Procurement & Contracts Management, CommBuys administrator, etc. in all aspects of the Contract & Procurement department management including staff oversight, evaluation, hiring, etc., establishment of policies / procedures / internal controls, etc.
Construction / Major Maintenance Procurement & Contracts
Primary contact to Facilities & Capital Planning for all Designer Selection / Designer services, House Doctor, Chapters 149 or 30 Construction & Major Maintenance (typically > $10K) project activity.
Assists in Request for Quotes / Proposals (RFQ/Ps), Invitation for Bid (IFB), advertising / postings, publication of bidder questions / FSU responses, receipt of bid responses, prepares bid tabulations, bid openings, purchase requisitions, contracts, etc.
Maintains procurement / project files for all Construction projects. Documents include proposals, project manual & drawings, advertisements, Notices to Proceed (NTPs), RFP/RFQ/IFBs, Bid Opening Sheets, contracts, purchase / change orders, certified payrolls, etc.
Prepares for approval & / or reviews & approves Capital Project documents such as bids, purchase / change orders, contracts, NTPs, contractor / designer invoices, etc. for accuracy & completeness.
Manages & / or records project procurement transactions such as purchase requisitions, encumbrances, contracts, journal entries, etc. into Banner, MMARS, etc.
Responsible for assuring funds are properly encumbered & payments to vendors made in a timely fashion for all capital related projects.
Responds to public records requests regarding construction procurement and contracts.
Financial Planning / Analysis of Capital Projects
Primary contact to Financial Planning (Budget) in the oversight, reconciliation, & reporting for all capital projects, construction in progress, & capital grants & / or ISAs (Interdepartmental Service Agreements). Provide accounting, budgeting, & financial analysis support for same.
Assists in the financial planning & management of Capital projects, the development of the capital plan & various state agency report requests. Enters project information into various databases.
Monitors capital projects / contracts to ensure conformance with financial constraints, grant & / or ISA requirements, & federal & state regulations.
Manages / prepares Capital Spending reports including:Reconciliations of FSU Banner cash & expenditure balances to balances in other State administrative &/or accounting systems (e.g. MMARS, CAMIS, Administration & Finance Spending Plan Platform, DHE reporting, etc.), year-end reports, etc.
Maintains on-going capital projects status & budget to actual reports & reconciliations, inclusive of all funding sources whether internal, grant, or ISA. Provide financial information & reports to project managers on funds availability, accounts, & other key pertinent data.
Reconciles, reviews & recommends transfers of activity between various capital asset categories (e.g. Construction in Progress & various Plant, Property & Equipment accounts).Provides associated supporting documentation to external auditors on an annual basis.Monitors &/or prepares payment requests, & / or journal entries in Banner, MMARS, etc.
Provide data, reports, schedules & analysis of capital assets for the annual financial audit & / or external organizations (e.g. DHE, Sightlines, etc.).
Recommends, monitors; maintains systems of depreciation of fixed assets, including: buildings, building improvements, land improvements, equipment and library stacks in accordance with GAAP.
Assists & / or provide data, reports, schedules & analysis of capital assets & major moveable equipment relative to audits conducted by the Office of the State Auditor or other agencies of the Commonwealth of Massachusetts or Federal Government.
Recommend ways to optimize resources between project budgets & / or Trust resources or to deal with over or under spending by fiscal year & integrate these issues into the capital plan.
Other Financial & Business Responsibilities
Works with the Assistant Director of Inventory Control in the management of the university's major movable equipment inventory; updates inventory location master files & performs required accounting adjustments.
Oversees records management procedures & reports including incomplete electronic doc's; the scanning, archiving, & destruction of paper doc's; coordinate requests & communications with both facilities & the State Treasurer's office; manage AppXtender program.
Assist in the research, development & implementation of new technologies which improve administrative procedures, interface with University computer systems & provide benefit to staff & students.
Assist in the writing, revision, improvement, implementation & auditing of University-wide & Business Office internal control policies & procedures.
Produces applicable reports as necessary. Performs special projects & other duties as assigned.
Accountable for ensuring that affirmative action, equal opportunity, & diversity are integrally tied to all actions & decisions in areas of responsibility.
Special Working Conditions/Physical Requirements: Occasional night & / or weekend hours may be required during peak periods.
Bachelor's Degree in Business Administration, Management, Accounting, or a related business field
MA Certified Public Purchasing Official (MCPPO) Certifications in 1) Public Contracting & 2) Design & Construction Contracting required within 10 months from hire.
Minimum of 7 years' experience in management, accounting, procurement, capital planning / budgeting or related field with strong working knowledge of project management, accounting & / or auditing principles, practices, & procedures.
Proficiency in Microsoft applications, especially Excel, Word, Access, Outlook, & PowerPoint
Ability to work effectively & build consensus with a wide variety of constituents.
Ability to function independently with minimal supervision, but willingness to receive & respond to direction.
Attention to detail & ability to get the job done.
MBA, CPA, or Master's degree in a related field.
Advanced skill in Microsoft Excel, Access, Visual Basic, & other Office Suite programs.
Strong knowledge / experience in MA purchasing regulations, CommBuys procedures &/or the higher education sector. Existing MCPPO certifications in Public Contracting & Design & Construction Contracting.
Knowledge of & experience with the Ellucian Banner System, MA Management Accounting & Reporting System (MMARS), & other Commonwealth systems such as Document Direct, Information Warehouse, Division of Capital Asset Management & Maintenance (DCAMM) Capital Asset Management Information System (CAMIS), etc.
Experience as a financial administrator or financial management experience in MA public (preferred) or private higher education institution, or in a construction business providing services to state, municipal & /or public higher education organization(s).
Working knowledge of statutory requirements of M.G.L. c. 149, Labor & Industries, Competitive Bid processes, M.G.L. c. 30 section 39M for Public Works Construction & Construction Materials Contracts as well as Prevailing Wage Laws & Certified Payrolls.
More than 7 years of experience & / or 5+ years of management experience in any of the above disciplines.
Knowledge of & demonstrable experience in all facets of the position as described in the job description.
This is a full-time, exempt, benefits-eligible position in the APA bargaining unit at the rank of Staff Associate. The salary range is $65,000-$75,000.
Final employment for all positions at Framingham State University is contingent upon a satisfactory criminal history and sexual offender record check. Recommended finalist will be required to provide specific written authorization to conduct these checks.
Framingham State University is an equal opportunity/affirmative action employer.
Members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.
Internal Number: 93818
About Framingham State University
Framingham State University is a vibrant comprehensive liberal arts institution located just 20 miles west of Boston. Framingham State University is committed to Inclusive Excellence through collaborative and sustainable partnerships with faculty, staff, students and the greater community. At FSU, we encourage a supportive, diverse and collaborative environment in which we learn from each other through informed and open communication, institutional practices and community engagement. FSU provides a culturally relevant education that includes a beautiful campus with 53 undergraduate and graduate programs, a highly personalized teaching environment, and unparalleled commitment to excellence in diversity and inclusion.Framingham State University is honored to be recognized for the second year as a recipient of the INSIGHT into Diversity prestigious 2015 Higher Education Excellence in Diversity (HEED) award. The HEED award is the only national recognition honoring colleges and universities that exhibit outstanding efforts and success in the area of diversity and inclusion throughout their campuses.