Procurement Compliance Officer

Reviews and examines data or information for a specific department or college or division. Compiles information to strategize and make sound business decisions. Assists both internal and external customers using the data acquired. Analyzes data, generates reports, and provides summaries for review. Serves as an expert within the scope of specific area.

Responsibilities

Essential Duties and Responsibilities 

Manage SBC approved Capital Building and Maintenance Projects 

• Facilitate designer selection (which is a function of SBC) and contract creation and approval process. 
• Obtain signatures from Chief University Planning Officer, Designer, State Architect, Legal, CFO, and President as needed. 
• Route the contracts to each person listed and issue a purchase order to the Designer for their fee when the contract is approved and all required documents are received from Designer (COI, ACH, W-9). 
• Work with the Designer (once the contract has been issued) on getting the construction documents (specifications and drawings) so that we can issue an invitation to bid. 
• Coordinate with the designated SBC Project Manager dates for pre-bid meetings and bid closings.
• Create the bids in Oracle and represent the University as the owner at each bid opening along with the Designer and our SBC Project Manager. 
• Maintain all documents received from every bidder in electronic format.
• Process the Construction Contract and route it for internal/external approvals. This requires the same signatures as the Designer Agreement listed above. Work with the awarded bidder to get certificates of insurance, contract bonds, ACH form, and W-9 form. 
• Send contract to the awarded bidder once everything has been received and approved the executed.
• Create a purchase order and send to the contractor.

• Advise the contractor that a pre-construction conference will be scheduled by the Designer with the contractor, designer, and U of M employees involved in overseeing the project in attendance.

   

Compliance Reporting 

• Provide information and/or submitting all required compliance reports to the State when they are due. These include the following reports:

• Governor’s Office of Diversity Business Enterprise procurement report – quarterly

• Purchases for Small, Minority, Disabled Veteran, Woman-owned business report – quarterly

• Report of Personal, Professional, and Consultant Contracts $5,000+ - quarterly

• Report of Non-Competitive Contracts $50K to $250K – quarterly

• Senate Finance Ways & Means Report – annually

• Provide annual records inventory reports. These include the following reports:

• Records Confirmation Inventory Report (space allocation) 

• Records Forms Inventory Report (types of documents) 

 

Other Duties 

• University vehicle purchases (utilizing State contract and complying with Federal mandate)

• Federal Dept. of Energy Alternative Fuel Fleet Program reporting and compliance

• Procurement web site bid calendar updating and bulletin board hard copy updates 

• Procurement employee leave reporting updates to department Outlook calendar

• Compiling, monitoring, and/or submitting all required State quarterly reports (Personal, Professional, & Consultant contracts, Non-competitive contracts over $50K, GoDBE individual contracts awarded, SMWBE total dollars awarded, SBC capital project awards)

• Compiling, monitoring, and/or submitting all required State annual reports (Forecast of Acquisitions, Foreign company contracts, BMI license fee, SESAC music performance license fee, Senate Finance Ways & Means contract services)
  
   

Qualifications

Bachelor's degree or higher in relevant field and four (4) years of appropriate experience and familiarity with legislative processes. Relevant experience may substitute for required education.

Applicants must be authorized to work in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.

The University of Memphis is a leading, student-centered, urban public R1 research institution. Located in Memphis, Tennessee, on 1,160 acres. The University serves a population of nearly 20,000 students and 2,500 employees, including more than 1,000 full-time faculty members. The University offers bachelor’s degrees in more than 230 areas of study, master’s degrees in more than 50 subjects and doctoral degrees in 26 disciplines; supported an institutional record of more than $100 million in research awards for FY24; and has an operating budget of close to $500 million.