System Integration and Purchasing Manager (FIN142) in New York, NY at Volunteers of America Greater New York

Date Posted: 11/21/2019

Job Snapshot

Job Description

Volunteers of America, Inc. (VOA, Inc.) is a national, faith-based human services organization that was founded in New York City in 1896 and has remained at the forefront of social service ever since, helping individuals and families in need overcome obstacles to living safe, healthy and productive lives in the community. The largest of the affiliates, Volunteers of America-Greater New York (VOA-GNY) serves tens of thousands of men, women, and children in need every year, through 80 programs staffed by 1,300 skilled and dedicated staff, throughout New York City, Westchester County and Northern New Jersey.

VOA-GNY’s life-changing, often life-saving work impacts the lives of individuals and families who are homeless and those at risk of homelessness, families recovering from domestic violence, children with developmental delays, individuals living with HIV/AIDS or behavioral health issues, older adults and veterans struggling to reintegrate. VOA, Inc. is one of the largest providers of permanent, supportive housing in the United States. VOA-GNY is the largest provider of supportive housing for veterans in New York, and is committed to addressing the needs of the community with compassion, creativity, respect, and therapeutic models that inform our work.

The System Integration and Purchasing Manager (SIPM) works with all programs and departments to analyze business and operational needs determine if an IT solution is relevant and then support the user group to determine the best, most effective management or technology-based solutions and communicate these effectively. The SIPM will manage projects within VOA-GNY that may include helping the user identify needs, software selection, project planning, user acceptance testing, resolution of test results and pre-implementation user training. The SIPM will also supervise the Purchasing Specialist and monitor the agency’s fixed assets program, presently RAM.

Minimum Qualifications:
Bachelor’s degree with three to five years of related experience, or satisfactory combination of education and experience. Excellent verbal and written communications skills are required. Candidate must demonstrate experience managing projects and completing jobs on schedule and on budget. Evidence of good judgment and ability to both envision solutions and execute implementation. Ability to work collaboratively with CFO, CIO, Business Managers, and program staff as needed. 

Supervisory Role:
This position has supervisory responsibilities.

Principal Responsibilities:

The below enumerated principal responsibilities are inclusive of both program specific and firm-wide related administration, as applicable.

1. Develop relationships with all Vice-Presidents, AVPs, and business managers to assess their technology, support, and business needs. Understand the features 
    and capabilities of the different Finance-related products used by the agency. Ensure that business requirements related to technology are defined and
    addressed.  Analyze and recommend products and services in coordination with initiating user/user group and IT Director. Recommend and provide a business
    case for a staged simplification and next steps.
2. Train staff to fully utilize relevant software. Act as a liaison between agency users and vendors to ensure effective and practical workflows, troubleshoot any issues,
    and fulfill agency users’ requirements. Identify/communicate the issues or limitations of such products and services. Help users identify work arounds and how to
    best use software as developed by the vendor.
3. Track, monitor and report on the implementation progress for new products and services. Develop project GANTT charts that clearly define key tasks and due dates
     for each project. Work closely with the vendor’s project management team through all project phases, including planning, design, testing, implementation and
     maintenance. Conduct post implementation review to ascertain end users’ experience with the product.
4. Update and enforce the purchasing policy, create and maintain relationships with qualified vendors, and ensure staff is fully versed in proper use of purchasing 

    software. Create and/or review Requests for Proposal (RFPs) as needed. Research and promote purchasing initiatives such as consortia, state contracts, etc.
5. Directly supervise the Purchasing Specialist.
6. Monitor and oversee agency’s fixed assets program and ensure compliance with internal policies.
7. Participate in cost cutting initiatives cross-functionality, as in assignment and active contribution in the Expense Reduction Taskforce.
8. At present, this position does not interface with medical billing.
9. Other assigned tasks as required.

Expected Results of Principal Responsibilities:
1. Develops trusted relationships and accomplishes cost-effective productivity gains and greater user efficiency through the proper use of technologies. Defines gaps
    and inefficiencies and corrects them.
2. Manages and addresses, in a timely manner, system and user issues to maintain a stable and continuous operating environment. Meets business expectations and
    responds to customer service requests for training, adds, changes and terminations. Through virtual or face-to-face training, readies staff for new technology and 
    reinforces knowledge of existing software for fullest utilization.
3. Monitors project and vendor management and establishes best practices for all future projects. Effective software transitions (i.e. timely; within budget; policy
    updates carefully considered, vetted and approved; secure storage of legacy data for audits; successful teaching of staff, etc.).
4. Ensures compliance with VOA and funder defined procurement guidelines. Ensures policies are practical and consistent with automated and 
    manual processes.
5. Trains and supervises Purchasing Specialist to ensure continuous support of all company purchase requirements.
6. Maintains adequate documentation and updates so any questions or issues are quickly identified and resolved.
7. Increased operational efficiency and budget relief.


Work Environment:
While performing the duties of the job, the employee will be in an office environment performing administrative work.


Physical Demands:
While performing the duties of the job, the employee is regularly required to have visual acuity, talk and hear while communicating with peers and/or vendors. This position is sedentary and requires sitting for long periods. The employee must occasionally lift and/or move items up to 25 pounds.


Position Type:
This is a full-time position.


Make a living by making a difference. Apply online today! Volunteers of America is an Equal Opportunity Employer/Vets/Disabled.