Associate Director, Supply Chain Management, Distribution, Card and Vendors

Description

The Procurement Services within the Supply Chain Management is currently seeking a Full-time Regular Associate Director, Supply Chain Management, Distribution, Card and Vendors.

The Associate Director, Distribution, Card and Vendors is responsible for planning, organizing, directing, managing, and evaluating operations of these units. Distribution Services is responsible for the management of Central Shipping and Receiving, South Campus Shipping and Receiving, Postal Services, as well as Materials Disposal Services for the University. The Corporate Card program is responsible for the Purchasing and Travel & Expense Cards available to the U of C community. The Vendors unit ensures appropriate master data is available within the ERP, and that banking information is held to the highest level of security. This role plays a leadership role in the strategic and operational development of Supply Chain Management, ensuring best practices are developed and implemented.

With this position decision-making and program implementation can impact services and/or department operations. Additionally, this position negotiates agreements and monitors compliance to University standards and key performance measures. The volume of work is significant and involves coordinating multiple concurrent priorities. The position requires the ability to assess and solve problems, as well as maintain good judgment in stressful situations.

Summary of Key Responsibilities (job functions include but are not limited to):

• Specific accountabilities and targets are defined within the objectives of the Business Operations Business Plan.
• Responsible for the supervision of Distribution Services, Card and Vendor teams.
• Responsible for decision-making, forward planning, establishment of goals and objectives and overall coordination.
• Remain current in the Operations Management field as defined in annual performance evaluations.
• Hire, orient and discipline staff. Conduct staff performance appraisals. Ensure staff is properly trained and acts as a mentor for all direct reports.
• Ensure all audit requirements are addressed and responded to.
• Plan and manage the positive delivery of departmental initiatives and strategies.
• Ensure business processes, analysis, business solutions are appropriately utilized and integrated where appropriate.
• Ensure continued alignment with University policies and procedures to maximize departmental efficiency.
• Ensure there is appropriate communication within the department on all issues.
• Manage change effectively, demonstrated ability to work in an environment of continuous change, shifting priorities requiring discretionary decision-making and problems solving skills, impacting programs, services and individuals.
• Ensure compliance with University policies & directives and legislative requirements.
• Undertake industry consultation for various projects, process innovation and leading edge practice possibilities, studies and supply tools and conducts best practices research to enhance the University's effectiveness in sourcing and managing its supply and services.
• Apprise the Director on the status of operations initiatives, projects and pending or foreseeable issues.
• Analyse industry trends to forecast changes in the market place and develops new strategies for responding to changes in market place dynamics. Determines new courses of engagement and action in consultation with appropriate stakeholders.
• Actively participates in inter-university consortia or cooperative programs.
• Ensure the Material Disposal Procedures are updated as required and administered.
• Ensure the General Storage Procedures are updated as required and administered.
• Oversee the continuous improvement of centralized and decentralized Shipping and Receiving operations through effective resource, information and technology sharing initiatives.
• Prepare reports on proposed changes in the functional area units.
• Maintain positive and productive relationships with staff through effective communication and conflict resolution.
• Stay current with supply chain issues by taking and completing relevant courses as defined in the performance review.
• Ensure issues affecting departments and faculties are communicated effectively. Fosters good communication with departments to identify problems and arrive on solutions.
• Promote strong working relationships with University departments & faculties and with vendors to ensure that services meet the needs of the University community.
• Ensure policies and procedures are communicated to University staff in the most effective manner.
• Actively work with other areas within Supply Chain Management to provide effective, integrated customer service to the University.
• Provide back up to the Associate Director, Procurement Services.
• Develop and implement the operational plans for the Distribution Services unit and is responsible for decision-making, planning, establishment of goals and objectives, establishment of policies, procedures, programs and services and overall direction and co-ordination of the activities and staff within the Distribution Services teams.
• Oversee the corporate card and vendors team, ensuring strong customer service, PCI compliance and implements controls to prevent vendor fraud.
• Effective change management practices are maintained to ensure successful implementation and progressive program development.
• Supervise and evaluate staff making appropriate recommendations.
• Establish a set of benchmarks and performance indicators to assess, monitor performance and manage risk.
• Assume a prominent role in the research and development of best practices related to operations and logistics management.
• Play a leadership role in Supply Chain Management and assists in the development of University policy in accordance with overall strategic direction.
• Assist in the preparation and planning of the departmental budget.
• Responsible for planning and managing assigned budgets, including all revenues and expenditures.
• Ensure customer service standards are met through effective relationships with University client base.
• Act as a resource to staff fostering positive and productive relationships.

Qualifications / Requirements:

• Preferred qualifications include a graduate degree in business administration or an undergraduate degree in commerce, or SCMP designation with demonstrated supervisory experience, or a combination related education and experience.
• Demonstrated knowledge, skills and experience in strategy development, organizational theory, quality assurance, statistical analysis, and industry standard benchmarking.
• Managerial experience with knowledge and skills in the designated area of systems and program development delivery.
• Direct experience in materials management and/or campus infrastructure operations would be highly beneficial.
• Knowledge of, and a demonstrated ability to apply, industry recognized best-practices and benchmarks, and understanding of higher education industry associations is essential.
• Strong organizational skills to coordinate resources and workflow. Ability to communicate effectively orally and in writing, monitors contract requirements and deliverables, and possess good interpersonal skills to interface with both internal and external stakeholders.
• Proven experience in administrative business systems applications, upgrades, implementations, as well as process improvements utilizing appropriate systems and technology.
• Actively maintain high level knowledge of e-business solutions and emerging business systems and processes.

Application Deadline: May 16, 2024.

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is classified in the Management Career Band, Level M3 of the Management and Professional Staff Career Framework.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.