Tufts University

Research university in Medford, MA

Assistant Director, Capital Projects Procurement

Procurement & SourcingPosted on Nov 12

Full-timeMedford, MA, USA$108.2k - $162.4k /yr

About the Job

Requirements

A bachelor's degree in Business, Finance, Economics, or a related field, or related professional experience.
At least 10 years of progressively responsible experience in procurement and contracting for architecture, engineering, and construction management services.
Experience with procurement and contracting for an institutional or large-organization entity managing facility projects, renovations, and/or new construction.
Experience managing a portfolio of simultaneously bidding and soliciting proposals.
Proficiency with Microsoft Excel, Word, PowerPoint, web-based database project management systems, and related Microsoft software.
Familiarity with procurement industry best practices; budget and financial management systems such as PeopleSoft; contract requirements, legal terms and definitions; and project management and reporting software such as PMWeb.
Strong business acumen and negotiation skills, familiarity with project management tools, and the ability to deliver customer service, manage competing priorities, and execute a high volume of procurements within tight timelines.

Responsibilities

Lead the end-to-end sourcing-to-contracting process for capital projects.
Develop scopes, specifications, and appropriate solicitation documents.
Ensure adherence to procurement policies and project timelines.
Establish and maintain a preferred architects, engineers, general contractors, design-builders, and construction managers program.
Coordinate and prioritize procurement needs, specifications, and project timelines with project planners and project managers.
Review proposals against project budgets and industry benchmarks, compare proposals, and negotiate best value in scope and cost for the university.
Lead negotiations covering pricing, risk, terms, and service levels.
Develop contract templates by project type in collaboration with the Executive Director and University General Counsel.
Review, propose, and resolve modifications to standard contract templates with University Counsel.
Coordinate contract review with General Counsel and Project Managers, and prepare capital project service contracts for execution with all required provisions.
Provide regular updates and report solicitation and contract preparation status and task-completion timelines to key stakeholders.
Meet regularly with project planners and project managers to discuss solicitation and contract status and procurement priorities.
Ensure compliance with university policies and procedures, and notify the Chief Procurement Officer and obtain approval for proposed deviations.
Lead and manage the full lifecycle sourcing and solicitation process for capital projects, including feasibility and master planning services, architectural and engineering services, and construction services delivered by general contractors, design-builders, and construction managers.
Develop and maintain a capital project procurement program focused on efficiency, supplier performance, risk mitigation, construction industry best practices, long-term value, and cost optimization.
Prepare solicitations and contracts, coordinating with the Procurement Officer when additional resources are needed to support workload.
Coordinate and oversee related capital project procurements, including furniture, fixtures and equipment, technology systems, and other ancillary components, and collaborate with Facilities and Operations procurement initiatives and personnel.
Oversee contract development, negotiation, and execution; maintain and continuously improve standard contract templates with University Counsel review and approval of deviations.
Periodically review change orders for quality control as part of compliance responsibilities.
Develop RFIs, RFPs, RFQs, strategic preferred supplier programs, and contracts; drive long-term process improvements using spend analytics, market intelligence, and university goals.
Apply procurement, reporting, and vendor management best practices and work independently and in partnership with procurement professionals, project managers, planners, and stakeholders.

Desired Qualifications

Procurement and contracting experience with an institution of higher education.
Familiarity with the AIA contract suite.
Willingness to share knowledge based on experience freely with others.
Professional licensing.
Ability to communicate graphically and good writing skills.

Overview

The Planning, Design and Construction Department is responsible for the planning, design, bidding and construction of all capital projects of Tufts University. Working closely with the Facilities, Capital Renewal, and Finance Departments, the department executes the long-range capital plan for the 5.9 million square feet of buildings and infrastructure on our two Boston campuses (Health Sciences campus in Chinatown and the School of the Museum of Fine Arts at Tufts in Fenway), Grafton campus (Cummings Veterinary School) campus, and the main undergraduate campus at Medford/Somerville. The department ensures that project scope and quality objectives are achieved, and resources are effectively managed, and coordinates facilities data collection for asset-based management and other analytical and operational tools. This department is also responsible for implementing projects critical to Tufts’ goal to decarbonize the institution by 2050.

What You'll Do

This position of Assistant Director, Capital Projects Procurement reports to the Executive Director of Design and Construction, with reporting responsibilities to the Chief Procurement Officer focused on procurement compliance. Within the Planning, Design & Construction department, this role leads and manages the full lifecycle sourcing and solicitation process for capital projects, including feasibility and master planning services, architectural and engineering services, and construction services delivered by general contractors, design-builders and construction managers.

The role is responsible for developing and maintaining a best-in-class capital project procurement program that emphasizes efficiency, supplier performance, risk mitigation, and alignment with construction industry best practices, while driving long-term value and cost optimization. Annually, the department manages a high volume of procurements, including approximately 10–20 solicitations for master planning and feasibility studies, 30–40 for architectural and engineering services, 40–50 construction bids and 60-80 furniture solicitations. Projects span a diverse portfolio typical of higher education institutions, including academic buildings, residential facilities, athletics, administrative spaces, infrastructure, and capital renewal. The role requires daily preparation of solicitations and contracts, coordinating with the Procurement Officer when additional resources are required to support the department's workload, while simultaneously working on long-term strategic initiatives and improvements.

This position requires demonstrated expertise in designing and executing efficient sourcing processes from initial specifications through solicitation, evaluation, award, and contracting, ensuring strong financial outcomes, regulatory and university policy compliance, and effective risk management. The role also provides coordination and oversight for related procurements tied to capital projects, including furniture, fixtures and equipment (FF&E), technology systems, and other ancillary components, while collaborating with broader Facilities and Operations procurement initiatives and personnel.

In addition to sourcing responsibilities, the position oversees contract development, negotiation, and execution. This includes maintaining and continuously improving standard contract templates and working closely with University Counsel to review and approve any deviations. Periodic review of change orders for quality control may also be required as part of compliance responsibilities.

The successful candidate will bring proven experience in building and managing sourcing and contracting processes across all phases of capital projects within a complex institutional environment. The role requires a hands-on approach to developing RFIs, RFPs, and RFQs, strategic preferred supplier programs, as well as contracts, while also driving strategic, long-term process improvements based on spend analytics and market intelligence and the overall goals of the University. The individual will apply industry best practices in procurement, reporting, and vendor management, and will work effectively both independently and in close partnership with other procurement professionals, project managers, planners, and stakeholders.

Strong business acumen, negotiation skills, and familiarity with project management tools are essential. Equally important is the ability to deliver high levels of customer service, manage competing priorities, and execute a high volume of procurements within tight timelines.

Solicitation and Sourcing management:
- Lead end-to-end (sourcing to contracting) process for Capital Projects.
- Develop scope, specification and appropriate solicitation documents.
- Ensure adherence to Procurement policies and project timelines
- Establish and maintain a preferred architects, engineers, general contractors, design-builders and construction managers program.
- Coordinate and prioritize with project planners and project managers to determine procurement needs, specifications and project timelines.
Negotiation
- Review proposals against project budgets, industry benchmarks and compare to each other and negotiate best value in scope and cost for the university.
- Lead negotiations process (pricing, risk, terms, service level, etc.)
Contract Preparation and Management
- In collaboration with Executive Director and University General Counsel, develop contract templates based on project type.
- In concert with the University Counsel, review, propose and resolve any proposed modifications to the standard contract templates.
- Coordinate contract review process with General Counsel and Project Managers. Prepare contracts for execution for services including all pertinent and required provisions for the capital projects
Reporting/Client and Customer Service
- Provide regular updates and reporting on the status of solicitations and contract preparation to key stakeholders with timelines for task completions.
- Meet regularly with project planners and project managers to discuss status of solicitations and contracts and prioritization of procurements.
Compliance
- Assure compliance with university policies and procedures and notify and gain approval from Chief Procurement Officer for any proposed deviations from requirements

What We're Looking For

Basic Requirements:
Knowledge and experience typically acquired by:

Bachelor's degree in Business, Finance, Economics or related field or related professional experience.
10 plus years of progressively responsible experience in procurement and contracting for architecture, engineering and construction management services.
Experience with procurement and contracting for an institutional or large-organization entity managing facility projects, renovations and/or new construction.
Candidate must have experience managing a portfolio of simultaneously bidding and soliciting proposals.
Microsoft software, Excel, Word, Power Point, web-based database project management systems.
Familiarity with procurement industry best practices, budget and financial management systems, such as People Soft; contract requirements and legal terms and definitions; and project management and reporting software such as PMWeb.

Preferred Qualifications:

Procurement and contracting experience with an institution of higher education.
Familiarity with the AIA contract suite.
Willing to share knowledge based on experience freely with others.
Professional licensing desirable.
Ability to communicate graphically desirable, as well as good writing skills.

Special Work Schedule Requirements:

This position is based on the Tufts Medford/Somerville campus and operates in a primarily on-site, hybrid work environment with flexibility for occasional remote work.

Pay Range

Minimum $108,200.00, Midpoint $135,300.00, Maximum $162,400.00

Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.

About the Company

Tufts University

Research university in Medford, MA

Tufts University is a private research university headquartered in Medford, Massachusetts. It offers undergraduate, graduate, and professional programs through schools in the Boston area and beyond.

Company size: Not listed
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