Procurement Coordinator

Location
Princeton, NJ
Posted
Aug 18, 2017
Institution Type
Four-Year Institution

Requisition # 2017-7897
Department Research Resources
Category Administrative Support
Date Posted 1 month ago
Full-Time / Part-Time Full-Time
Application Deadline

Overview

The Laboratory Animal Resource (LAR) group at Princeton University is a centralized administrative department reporting to the Dean for Research and is responsible for animal and veterinary care of all research animals at Princeton University. The Procurement Coordinator reports to Business Manager and supports all managers within LAR department. The primary responsibility is to process all orders in timely fashion using PeopleSoft Financial System or as procedures dictate, manage schedules and calendars of management staff, complete Concur submissions by the due date for all Travel and Purchasing Cards within the department, complete cage card entries weekly in Elements and enter animal orders daily. Maintain inventory of supplies and reorder goods as needed. Coordinate events and meetings and make sure all necessary equipment is in order prior to meeting.

Responsibilities

Research Investigator Orders
  • Timely order processing including use of the PeopleSoft Financial System, Department Purchasing Card and University forms as procedures dictate for Princeton University Research staff and internal LAR department members
  • Referral of Research staff service requests to appropriate LAR personnel for handling
  • Documentation of Research orders within the Topaz Granite software system as well as printing of weekly delivery reports and cage cards for LAR staff use



Operations / Husbandry and Veterinary Orders
  • Responsible for LAR departmental purchasing of equipment, supplies and equipment repair requests
  • Conduct ongoing inventory of supplies, reordering as needed



Administrative Support
  • Able to effectively and efficiently work with faculty, investigators, administrators, outside vendors and LAR team members as a front-line resource for incoming requests for LAR department support services
  • Provide general administrative assistance to Business Manager, Departmental Coordinator, Director, Associate Director, Staff Veterinarian, Facility Manager, and other LAR Staff including organization of office space and department common areas
  • Scanning, organizing and shredding census documents, vendor documents and invoices, credit card documents, and other business documents
  • Organize and distribute mail
  • Arrange travel and prepare travel and expense reports
  • Schedule meetings and training seminars including tracking and maintaining reports of attendance
  • Room preparation and clean-up; setting up computer, phone, and projector support
  • Preparing agendas, handouts and electronic materials for meetings and travel
  • Formatting and editing standard operating procedures using word and adobe acrobat
  • Exhibit a willingness to assume additional responsibilities and other duties as assigned



Performance Standards: Professional courtesy and respect is displayed when communicating with faculty, investigators, staff, students and vendors. Follow up all tasks from beginning to completion. Use outlook to organize tasks and emails. Provide status updates to supervisors. Prioritize tasks according to deadlines from the business manager and departmental coordinator. Before placing orders, requests supervisor approval for any unusual and new vendor expenses. Be a team player and accept constructive criticism willingly and make corresponding changes. Keep a positive working relationship with staff. Exhibit a willingness to assume additional responsibilities while actively seeking guidance from supervisor prior to beginning a new assignment.



Qualifications

  • At least one year of administrative experience in a multitasking environment
  • Ability to perform multiple tasks concurrently
  • Ability to lift 30 lbs., ability to open packages, boxes, and materials, and move furniture for set-up of events and meetings
  • Ability to walk a 1/2 mile a couple of times a day if needed (distance between PNI Building and 91 Prospect Building)
  • Strong organizational, analytical and problem-solving skills and attention to detail
  • Ability to complete detailed assignments by assigned deadlines and to work in a fast-paced environment with minimal supervision
  • Excellent interpersonal skills (oral and written)
  • Must have proficiency with technology and Word, Excel, Outlook and Adobe Acrobat
  • Excellent customer service skills
    • Requires initiative, sound judgment, and discretion with confidential data and the ability to prioritize
    • Willingness to assume additional responsibilities and other duties as assigned
    • Ability to follow up with tasks from beginning to completion



Preferred Qualifications
  • Administrative experience in a laboratory animal research department
  • Administrative experience in an academic or research environment


Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

Salary Grade

BOS, 020

Standard Weekly Hours

36.25

Eligible for Overtime

Yes

Benefits Eligible

Yes

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No



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