The Assistant Director of Solicitations is a member of the Solicitations team within Supply Chain Services, which is responsible for the management and guidance of the solicitations processes for the entire system. This position partners with internal business owners and guides them through the Request for Proposal (RFP) process, ensuring compliance with internal policies and procedures, and assisting with the development and creation of RFPs, standardized forms, as well as presentation documents. The role interacts with the system’s executive leadership and strong preparation, attention to detail, and the ability to effectively lead a meeting is required.
The individual in this position must:
- Perform duties that require creative, analytical, evaluative, interpretive, and critical thinking
- Exercise discretion and independent judgment
- Be able to appropriately escalate issues of significant impact in a timely manner
- Be self-motivated
- Have excellent time management and people skills
- Be strongly detail oriented
- Have excellent planning and problem-solving skills
- Have excellent communication skills and ability to communicate effectively with all levels of the organization
- Be able to simultaneously manage and prioritize multiple projects across the Health System
SUMMARY OF DUTIES AND RESPONSIBILITIES:
1. Leads projects, leads meetings, develops scopes of work, RFPs and other solicitation documents, meets with vendors, and prepares reports with key stakeholders which may include timelines, resource needs, and potential obstacles for each project. Utilizes standard project management tools and summary documents to track and communicate status of projects.
2. Analyzes business needs and ensures that functional and technical requirements are documented.
- Establish project goals and measurements of success
- Ensure each project deliverable has clear completion criteria and acceptance plan
- Prepares and communicates regular project status information to team members, including attending required meetings, sending reports, and following-up on action items
- Ensure adherence to protocols, procedures, and project plans
- Maintain all relevant documentation and communications as part of program library
3. Provides direction and support to the project team ensuring the team is informed of all project changes, decisions, etc. that may affect the success of the project.
4. Establishes and maintains collaborative relationships within the system in order to obtain information and content from colleagues to foster successful project completion.
5. Continually works to improve systems and practices to ensure best-in-class team work product.
6. Assists with procurement project document management and organization.
7. Serves as an operational resource for internal team members for expedited problem identification and resolution, provision of project-specific updates, and team interactions and deadlines.