Business Manager - UBA​/Facilities

Job Title: Business Manager - UBA/Facilities

Location: Tallahassee, FL

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job : 63383

University Business Administrators - Facilities

Responsible for management of procurement activities, P-Card processes and Procurement Contract Manager for the University Business Administrators at Facilities.

• Manages the departmental procurement functions for FSU Facilities. Serves as primary contact for Facilities staff to assist with complex requisition needs and returns. Analyzes purchasing requests and determines the best method of procurement and which supporting documents are required prior to purchase. Responsible for communicating procurement process and policy changes.
• Works closely with Facilities operational staff and leadership. Recommends, interprets, and implements fiscal and accounting administrative policies and procedures. Provides regular status updates and reports to Facilities management, makes recommendations to increase efficiency, effectiveness, and compliance of Facilities. Serves as primary Facilities liaison with Central Procurement Services and Controller’s Office to address and resolve any concerns or impediments related to operational effectiveness and efficient requisition processing.
• Works closely with Central Procurement staff in pursuit of improved processes, planning, problem resolution, and enhanced efficiencies as opportunities may arise. Reviews and approves departmental requisitions for accuracy and compliance following State and University accounting, fiscal, and procurement regulations, standards, and guidelines.
• Manages the P-Card processes for Facilities Departments. Ensures that standardized University policies and procedures are followed and that each transaction is for official state business. Develops and documents internal control procedures that ensure PCard usage is consistent with the university P-Card manual and develops guidelines for distribution to cardholders. Ensures that mutually defined and agreed upon services are provided. As a high transaction limit P-Card Holder, will be called upon for purchases on an "as needed" basis or sometimes at the suggestion of Procurement Services.
• Develops, maintains, and compiles reports pertaining to the status of the purchasing of goods and services. Provides data for cost and budgetary studies and trend review. Utilizes AIM and OMNI queries and reports, closely monitoring, analyzing, verifying, and performing frequent fiscal audits and reviews of requisitions to ensure internal controls are adequate and followed.
• Responsible for monitoring of Purchase Orders and encumbrance balances monthly, ensuring the procurement obligations are accurate and that purchase orders are closed on a timely basis. Timely researches and resolves any discrepancies. Works with Facilities directors and supervisors, ensuring service-based purchase orders are properly managed, including service dates and amounts.
• Responsible for the supervision, hiring, development, training, and evaluations for UBA procurement staff within Facilities. Responsible for providing leadership and direction of best practices by interpreting, monitoring, and analyzing information regarding operating policies and procedures. Manages, updates, and documents processes and procedures of staff to accomplish job duties and tasks.
• Serves as the department's Contract Manager, coordinating contract administration activities including ensuring purchases and or services meet procurement guidelines. Responsible for contract entry, document management, workflow tracking, and communication with stakeholders throughout the review and approval process. Monitors the executed contract and ensures it is being fulfilled properly.

A Bachelor's degree and two years of experience; or a high school diploma or equivalent and six years of experience. (

Note:

a combination of post high school education and experience equal to six years.)

The ideal candidate will possess strong attention to detail, excellent customer service skills, and the ability to effectively manage multiple priorities…