Purchasing Assistant

Jun 07, 2017
Administrative Jobs
Institutional & Business Affairs
Institution Type
Four-Year Institution

Basic Functions: Provide administrative support for the Director of Business Affairs and Chief of Staff. Perform a full range of purchasing duties for all departments on campus with a complete understanding of University policies, procedures, and programs Prepare purchasing orders, documentation for price quotes and bids, and daily billing.

Essential Job Functions: Assist the Director of Business Affairs and the Chief of Staff with the following duties including but not limited to: completing general correspondence, calendaring, travel arrangements, catering and meeting logistics. Assist Director with maintaining and processing legal documents and contracts for bids for outside services. Solve problems, maintain vendor contracts, and provide follow-up with vendors as needed. Prepare, edit, and maintain purchase orders which includes review of accounting and data accuracy prior to entering order information utilizing the e-procurement software system, as well as understanding its interface with Banner financial system. Follow up on orders to ensure that materials are shipped, received and delivered on promised dates. Coordinate the tagging of new equipment with college departments for inventory purposes and maintenance. Initiate and maintain bidding process when required, including due diligence activities; proof bid documents prior to distribution, receive and tabulate bids, coordinate awarding of bids and recommend low bidders when applicable, under direction of Director. Provide general office support: may arrange for service contracts; coordinate (e.g., schedule, gas cards, Hertz/Avis cards, etc.) vehicle requirements for all groups on campus including athletics; maintain record of tenants and other related activities for University owned housing; process invoices, reconcile p-card, receive and greet office visitors. Provide information, and maintains files regarding student status for fees pertaining to music events and plays on campus (ASCAP, Broadcast Music, Swank, Criterion, SESAC, Inc). Check and verify the accuracy of the students' meal plan and process the Board bill provided by dining services provider. Attend computer classes to learn and/or to update skills on the use of new software system utilized in the preparation of purchase orders. Prepare and pay license tags for all university owned vehicles. Perform related duties as assigned.

Minimum Qualifications: Three years of purchasing, accounting, or related business experience. Good interpersonal skills to communicate and maintain effective relationships with vendors, University Chairpersons, Administrators, and Staff. Strong PC skills; proficiency in Microsoft Excel, and Word.

Preferred Qualifications: Some college coursework in business, accounting, or related areas.

Salary: Minimum is $16.14

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