Receiving and Purchasing Manager

The Division of Student Affairs is committed to grounding our policies programs and procedures in antiracist practice. With this commitment we recognize the importance of educating ourselves and holding one another accountable to ensure our work is approached through equity inclusion and social justice lens. We recognize our need for ongoing development in this area and continue to strive to improve. We expect all members of the Division of Student Affairs are willing to engage in this work alongside us to uphold our Catholic mission of creating a welcoming environment where the dignity of all students staff administrators and faculty at USD is embraced.

The Receiving and Purchasing Manager administers and coordinates purchasing of food supplies and equipment using generally accepted purchasing procedures in support of student dining catering and conferences auxiliary shops and services. Works with management staff to develop product specifications new product recommendations and sources and oversees the receiving and storage procedures for all storerooms. Prepares and executes bids meet with brokers and vendors establish daily/weekly delivery schedules monitors contract negotiations and compliance and resolves any product problems.

Manages the Auxiliary Foodservice Suite and Prism software for receiving purchasing and inventory. Responsible for implementing the Dining Services software (FSS Caterease and Net Nutrition). Works with dining management to ensure recipe service menu forecasting and inventory maintenance is current. Analyzes and update recipe data on an ongoing basis in the FSS system use recipes service summary reports and forecast reports. Responsible for compliance with the use of Auxiliary approved vendors.

Duties and Responsibilities:

Purchasing

• Primary responsibility for the purchasing of Auxiliary food equipment and supplies. With the Director and Dining Services management coordinates all food supply and equipment specification to ensure quality costeffective purchasing.
• Develops implements and supervises the storeroom operation to include procedures policies communication flow and necessary forms.
• Maintains updated records on product information and available suppliers. Sets up demonstrations and tastings as needed.
• Processes purchasing requisitions to the University Procurement Department. Develops and maintains relationships with vendors brokers and sales representatives to obtain equipment and the best prices on purchases.
• Works with all managers in developing and facilitating manufacturer promotions.
• Assists Managers in locating specialty items for foods for special events and/or sales promotions.
• Maintains and enforces departmental purchasing guidelines in coordination with the management team.
• Assures that University guidelines for purchasing are followed.
• Upholds vendor and approved items process for Auxiliary Services and consults Business Director for newly approved items.
• Primary contact for USD Procurement department. Maintains purchasing information files and records (i.e. Requests for Proposals purchase orders vendor files etc) including insurance certificates and compliance requirements.
• Other purchasing job duties as assigned.

Manage and administer the Dining Services Foodservice Suite software

• Manage the day to day system operation and performs troubleshooting as needed
• Maintains item and vendor cards.
• Reviews and maintains an accurate database including global recipes/inventories unit menus and nutritional information.
• Recommends implements evaluates and oversees procedures for department inventory control.
• Create and implements the recipe database for all departments.

Maintains Controls/Financial

• Supervises accurate monthly inventories.
• Controls use of labor in the storeroom through effective scheduling proper training and supervision.
• Reviews manpower needs in the storeroom and evaluates labor cost. Develops and produces weekly and monthly Inventory reports purchasing reports product velocity reports variance reports and pricing reports.
• Develops and provides on a monthly and annual basis analysis of purchasing trends and variances.
• Identifies deviations from desired results and develops and executes corrective action plans.
• Maintains proper security of all areas equipment and food products. Assists in the evaluation development and implementation of proper policies and procedures for purchasing and the stores operation.
• With the Business Director evaluates develops and implements policies and procedures for the department. Assists in establishing and maintaining goals for purchasing and the stores operation and in conjunction with the Business Director assist in setting goals for the department.

Management of purchasing and receiving department

• Ensures prompt friendly service.
• Responsible for the supervision training discipline and evaluation of receiving and storeroom staff including proper safety and sanitation methods and techniques.
• Provide leadership guidance and support for receiving and storeroom staff through clear and professional communication.
• Assures compliance with Auxiliary Services policies and procedures Assures that highquality standard is maintained throughout the operating hours including service quality storeroom appearance and sanitation standards.
• Assists in the coordination and supervision of shutdown periods including extensive cleanup operations.
• Attends conferences and/or workshops that will benefit the operation of units.

Background check: Successful completion of a preemployment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Minimum Qualifications:

• Bachelors degree in business food management or related field required; or equivalent combination of education and experience to match educational requirement with one year of work experience being equivalent to two years of education.
• At least 3 years of related experience required
• At least 2 years of supervisory experience required
• Food Service Manager Certification required by the State of California.
• Must complete the Universitys Hazard Communication program.

Preferred Qualifications:

• Supervisory and leadership experience in commercial or university retail operations preferred.
• Previous experience in managing menu management software (Food ProCBORDComputrition etc. or other inventory management software.

Performance Expectations Knowledge Skills andAbilities:

• Ability to define and implement effective solutions to problems as they arise.
• Possess good time management and communication skills both written and oral.
• Understanding of accounting procedures including costing and menu pricing processes.
• Appreciation for and ability to perform exceptional customer service and instill this quality in subordinates.
• Excellent interpersonal skills: ability to interact with a diverse group of constituents in a professional manner.
• General knowledge of safety and sanitation procedures and inventory techniques.
• Ability to work effectively in a strong serviceoriented environment with frequently changing priorities and deadlines.
• Demonstrated commitment to high quality in food procurement production and services.
• General knowledge of Purchasing Principles and Accounting procedures.
• Ability to work effectively as a team member as well as independently demonstrating initiative and creativity.

Hours: 37.5 hours per week

Closing date:Open until filled