Administrative Support Specialist - Journey
Open Date: 01/05/2018
Date Initial Screening Begins:
Minimum Education/Experience: An Associates or Bachelors degree in Accounting or Business Administration is preferred. The desired candidate should possess proficient experience with Word, Excel SharePoint, and Banner. Knowledge of university guidelines, policies and procedures, experience with university applications, and materials management procedures, methods, and practices is preferred. The individual should have experience working with vendors to research products and obtain quotes and other required documents. The selected candidate should possess the ability to record, compile, summarize and perform basic analysis of data including tracking and summarizing year to date performance to display trends and make annual projections. Candidate should possess the ability to coordinate and interpret program procedures, create organizational efficiencies, and improved business process workflow is preferred. This individual should have excellent organizational skills including the ability to handle multiple responsibilities, monitor resources, solve problems, and find solutions. Excellent grammar, spelling and technical terminology to compose, proofread and edit correspondence, reports and other materials is desired. The ability to independently work with people with courtesy and tact in performing public contact and communication duties that may be sensitive in nature is preferred. Experience supervising or coordinating the work of others is also preferred.
Special Instructions to Applicant: * Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write 'see resume' on your application when completing the job duties section. * If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment). * Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.
Job Duties: The primary purpose of this position is to provide support and coordination of educational technology purchasing for Academic Technologies and colleges across the university. This work includes the day to day purchasing, tracking, monitoring, and reporting of technology hardware, software, and services and student payroll expenditures. Specifically, the individual in this position will gather all required materials and approvals for educational technology purchases, research product information and obtain quotes as required, ensure contracts are renewed in a timely manner and all purchasing rules are followed. Additional work includes data management and analysis of purchasing history, budgeting and reporting including reporting on student payroll, projecting YTD spending, and reconciliation of purchasing data. This individual develops documents for quote/bid requests with Materials Management including all required forms and as required obtains quotes and documentation from vendors, determines how to code purchases within the purchasing systems, and plan for any on-going costs. Responsibilities include determining and ensuring a means of retrieving, presenting and preserving financial information for current and budgeted expenses as well as analyzing data and explaining variances for planning purposes. Precise record keeping is essential and includes the retention of requests, justifications, approvals, and purchase documentation. This position is critical in the development, enhancement and maintenance of the systems and processes employed by Academic Technologies. Understanding organizational communication and engaging in productive communication are of the utmost importance to this position as is the accuracy of work. This position may require non-business hour support including evening and weekends, depending on the needs of the university.