Contract Sourcing Manager

Department
 

F&A FIN – Administrative and Research Procurement

About the Department
 

Procurement Services strives to assimilate knowledge and experience, both within and outside of the University, on the materials or equipment to be purchased and the sources from which they may be obtained. It is our goal to conduct all activities in the best interest of the University, while simultaneously creating and maintaining quality relationships with our suppliers. Providing these services, in accordance with sound business and procurement practices, Procurement Services seeks to realize for the University the maximum value for every dollar expended. To achieve this objective Procurement Services has the following responsibilities: • Develop and implement strategic supplier relationships that reduce the total acquisition cost while improving delivery and customer service • Procuring goods and services for the academic and nonacademic departments and divisions of the University; • Assisting user departments in every step of the direct procurement process, especially in providing pricing, product and vendor information; • Evaluating market developments and University buying trends; • Conduct interviews with prospective vendors. • Solicit competitive quotations and performs the preliminary analysis, documentation and recommendations concerning procurement decisions. • Developing information regarding sources of supply to ensure that user departments have an adequate number of vendors from which to obtain supplies, equipment, and services; • Develops and negotiates contracts for single event and long-term buyer/seller relationships; and • Encourage and develop W/MBE and local supplier participation at all levels of procurement.

Job Summary
 

The Contract Sourcing Manager directs the business travel category, under the supervision of the Category Lead for Administrative, Research and Travel (ART) commodities. The Contract Sourcing Manager administers and monitors compliance to University travel polices and best practices to ensure traveler safety and security and cost-conscious travel purchasing, compliant with UChicago financial objectives and federal guidelines. Customer satisfaction, as measured by ongoing Net Promoter Score feedback, is a key metric of success. Corporate travel services include air travel, ground transportation, i.e., black car, car rental, ride share services, transient and group lodging, successful delivery of travel services through on-line booking and TMC channels, and meeting and event planning services. This will be accomplished by managing both outside vendors and employees, reviewing and enhancing our policies and identifying and executing cost savings opportunities.

Responsibilities

• Defines and executes sourcing and negotiating strategies. Serves as the voice of the University at the bargaining table, in the development and execution of contracts for air, hotel, car rental, meeting management, ground transportation as well as other assigned procurement commodities in collaboration with key stakeholders.  Benchmarks offers, then negotiates favorable terms to ensure best value, leading to contract development and execution.
• Documents and reports associated cost avoidance and cost savings.
• Develops trusting relationships, leads, markets, and monitors initiatives to enhance program visibility to campus.
• Directs interaction with management in compliance reporting, travel risks, and customer satisfaction issues.
• Serves as primary liaison with all contracted travel service providers.
• Manages overall supplier performance including contracts, performance, reporting of metrics and issue resolution based upon established scorecards.
• Manages and administrates the University’s travel related policies.
• Develops, implements, and maintains a University-wide communication and customer support strategy that will include the development and support of a robust web site as a resource, training, and marketing tool.
• Initiates, advocates, and communicates changes pertaining to travel management.
• Monitors, manages and reports on any rebates or other revenue sharing sources established.
• Represents the University at regional and national professional and collegial conferences, forums, and meetings.
• Maintains a deep network of travel industry and peer relationships to stay abreast of emerging trends and risks.
• Performs daily purchases of commodities and services as assigned and enters procurement data directly into University Procurement systems.
• Develops and initiates work strategies that effectively and efficiently meet organization goals and objectives.
• Performs final commitment action for procurements under standard procedures of the University.  Authorized to perform discretionary judgment decisions based upon pricing analysis up to the dollar threshold of $250,000; recommends award competitive analysis and sole source decisions up to the dollar threshold of $250,000.  Procurements made above the dollar threshold of $250,000 will be performed under the direct supervision of the Category Lead.
• Analyzes industry trends.
• Manages/troubleshoots customer service issues and assures compliance with our overall corporate travel program and policies.
• Tracks and fields all exception requests to the travel policy.
• Develops a Travel Advisory Council Group that can support travel policy compliance and various travel initiatives, disseminates travel information to campus travelers.
• Benchmarks, analyzes, monitors and reports on travel expenditures and compliance.
• Escalation point for any service-related issues and failures including implementing problem solving management to potential high-profile issues by acting with speed while ensuring root cause analysis is conducted and corrective action plan is put in place.
• Guides company employees through day-to-day travel related issues including policy, travel behavior, compliance improvements, cost savings best practices and training on how to best access the travel website and other travel resources.
• Manages administration of the Concur Travel online booking tool, together with the TMC, to ensure traveler profiles are maintained, company settings are correct, functionality needs are reported, and the user experience is kept optimal. Partners with the University Solutions expense team to provide Concur Workshops for employees.
• Leads the partnership between the University Concur expense and IT teams and TMC to ensure Concur/Workday data feed is compatible with the Concur travel module.
• Provides guidance to employees about travel requirements including visa, medical, and special conditions.
• Promotes UChicago Duty of Care strategy, working in partnership with Risk Management.
• Provides support for UChicago’s Greenhouse Gas Reduction strategy.
• Performs final commitment action for procurements under standard procedures of the University.  Is authorized to perform discretionary judgment decisions based upon pricing analysis up to established dollar threshold.
• Develop supplier relationships that capture and leverage the University’s and its affiliates total expenditures in regards to a specific service or commodity with cost effective, innovative solutions for identified audience. Remains abreast of emerging trends and risks.
• Implements procedures to ensure that minority-owned business enterprises (MBEs), women-owned business enterprises (WBEs), and local residents are given maximum opportunities to compete for contracts and projects. Evaluates solicitations and coordinates with project managers to ensure that M/WBEs have maximum opportunities to bid on construction projects.
• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

—
Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

—
Certifications:

—

Preferred Qualifications

Education:

• Bachelor’s degree in travel management business or related concentration.

Experience:

• Five years of corporate travel management, including managing business processes.
• Three years of direct procurement related experience, report development and analysis, sourcing and negotiating services for travel or a related industry.
• Thorough knowledge of travel industry operations, including the management/negotiations of travel management providers such as air, hotel and ground transportation programs.

Technical Skills or Knowledge:

• Proficient computer skills including Microsoft Word, Excel, Access, and Outlook and Internet Explorer.

Preferred Competencies

• Superior presentation skills, experience using on-line travel services for business providers and their products and services.
• Strong cost management and analytical skills.
• Strong communication and interpersonal skills; and the ability to lead in a collaborative environment. 
• Demonstrated teamwork and innovative problem-solving skills to address and resolve difficult and complex issues/problems;
• Assess and reprioritize workloads to meet stringent deadlines.
• Strong multi-tasking capability and well-organized work skills that allow for independent self-management of time.
• Strong priority management and attention to detail, including ability to prioritize multiple assignments and deadlines accurately under pressure.
• Embrace the values of diversity, equity, inclusion and belonging.
• Demonstrated customer-centric mindset. Excellent oral/written communication skills.
• Compelling and persuasive communicator with excellent interpersonal skills to drive influence and negotiations.
• Strong analytic skills to effectively summarize and present based on the needs of the audience.
• Diligent, flexible, excellent team player.
• Demonstrates expertise when leading complex negotiations.
• Possess excellent negotiation skills, evidenced by significant deliverables (cost savings, risk mitigation) resulting from completed negotiations.
• Provide excellent analytical skills identifying customer needs and defining best possible solutions.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• References Contact Information (3)(required)

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
 

Financial Management

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Requires Compliance with University Covid-19 Vaccination Requirement
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University’s Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago’s Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.