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Receiving and Purchasing Manager

Apply now Posting #: 2815
Position Status: Full-time regular
Location: San Diego
Position Type: Dining Services, Administrator

Position Title & Department:

 Receiving and Purchasing Manager; Dining Services Administration
Posting #

2815

Department Description:

USD Dining Services is a not-for-profit department within Auxiliary Services that proudly serves the campus community and annually allocates earnings back to the University of San Diego and students. USD Dining is consistently ranked among the best university dining programs in the nation. 

Auxiliary Services comprises a diverse group of nine internal departments that strive to meet the needs of our campus community in a sustainable and fiscally sound manner. Auxiliary Services is responsible for the overall management, planning, budgeting, staffing and directing of: Campus Card, Catering, Conferences, Dining, La Gran Terraza, Mail Center, Torero Store, University Copy, Student Affairs Facilities and additional ancillary businesses.

Auxiliary Services facilitates learning and growth beyond the classroom while providing a high-quality campus experience for students through nationally recognized programs and innovative services.

University Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

The University seeks an individual with a strong interest in working in a mission driven, faith-based institution. The role of the Receiving & Purchasing Manager in working with the campus community and the responsibilities of the position are significantly tethered in the university’s contemporary Roman Catholic mission.

The Receiving and Purchasing Manager administers and coordinates the purchasing of food, supplies, and equipment using generally accepted purchasing procedures in support of Dining Services, Hospitality services and all auxiliary entities.

Works with management staff to develop product specifications, new product recommendations and sources, and oversee receiving and storage procedures for all storerooms. Prepare and execute bids, meet with brokers and vendors, establish daily/weekly delivery schedules, monitor contract negotiations and compliance, and resolve any product problems.

Manage the Auxiliary Foodservice Suite and Prism and all Auxiliary software for receiving, purchasing and inventory. Responsible for invoice approval in compliance with PO and vendor guidelines. Responsible for implementing the Dining Services software (FSS, Event Master and Net Nutrition).

Work with Auxiliary management to ensure recipe, service menu, forecasting and inventory maintenance is current. Analyze and update recipe data on an ongoing basis, use of recipes, service summary reports and forecast reports. Responsible for compliance with use of Auxiliary approved vendors.


Periodically, this position may be asked to lead or contribute to either ad hoc or ongoing division/campus projects outside the scope of their day-to-day activities. In addition. This position contributes to or lead additional division/campus project outside of typical duties to help further accomplish student or organizational goals. Additional assignment may be seasonal, ad hoc or ongoing, depending on the project.

Duties & Responsibilities:

Primary responsibility for the purchasing of Auxiliary goods for all Auxiliary Services:

  • With the Director’s, Dining Services and Hospitality management coordinates all food, supply and equipment specification to insure quality, cost-effective 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. Primary contact for USD Procurement department.
  • Develops and maintains relationships with vendors, brokers and sales representatives to obtain equipment and 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 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.
  • Maintains purchasing information, files and records (i.e. Requests for Proposals, purchase orders, vendor files, ect) 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 accurate database, including global recipes/inventories, unit menus and nutritional information.
  • Recommends, implements, evaluates, and oversees procedures for department inventory control.
  • Creates, implements the recipes database for all departments. 

Financial controls and approvals: 

  • Responsible for daily invoice approval as in compliance with PO and vendor guidelines. 
  • Supervises accurate monthly inventories.
  • Controls use of labor in the storeroom through effective scheduling, proper training and supervision and evaluates cost.
  • Develops and produces weekly and monthly Inventory reports, purchasing reports, product velocity reports, variance reports and pricing reports
  • Develops and provides monthly and annual analysis of purchasing trends and variances.
  • Identifies deviations from desired results and develops and executes corrective action plans.
  • Assists in the evaluation, development and implementation of proper policies and procedures for purchasing and the stores purchasing operation.
  • Responsible for unit weekly budget compliance through order authorization and placement
  • 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, assists 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 University and Auxiliary Services policies, procedures and processes
  • Assures that high quality standards are consistently maintained, including service quality, storeroom appearance, and sanitation standards.
  • Assists in the coordination and supervision of shutdown periods, including extensive cleanup operations.
  • Attends approved conferences and/or workshops that will benefit operation of units. 
Job Requirements:

Minimum Qualifications: 

• Bachelor’s degree in business, food management or related field; or equivalent combination of education and experience to match educational requirement on a year-for-year basis required
• Minimum 3 years of related experience and 2 years of supervisory experience required
• Food Service Manager Certification required by the State of California.

Preferred Qualifications:

• Supervisory and leadership experience in commercial or university retail operations preferred.
• Previous experience in managing menu management software (Food Pro-CBORD-Computrition etc...) or other inventory management software preferred.

Performance Expectations - Knowledge Skills and Abilities: 

  • 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 service-oriented 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.

Special Conditions of Employment:

Must complete the University’s Hazard Communication program.

Tools & Equipment Used:

Personal computer and general office equipment.

Background check:  Successful completion of a pre-employment background check.

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

Posting Salary:

Commensurate with experience; Excellent Benefits. 

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

Special Application Instructions:
Resume and Cover Letter Required

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu

Additional Details:

Hours: 40

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Standard Time
Applications close:

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In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Clery Act, the University of San Diego publishes a combined Annual Security and Fire Safety Report for review. This report includes institutional policies concerning: campus security; procedures for reporting crime, fire, and other emergencies; emergency response and evacuation procedures; sexual misconduct and relationship violence reporting and response standards and protocols; alcohol and drug policies; and statistics for the previous three years concerning reported crimes that occurred within the institutions Clery reportable geography. Individuals may request a print copy of the report at the University of San Diego Department of Public Safety, located in the Hughes Administration Center, Room 150.