Auxiliary Services & Purchasing Assistant

Job description

Basic Function

The principal function of this position is to ensure that the essential business functions of the Purchasing department and Conferences and Events department are processed timely and effectively with a positive attitude.

Duties and Responsibilities

• Assist in accounting functions including purchasing, billing, and additional work in special project requests
• Maintain budget spreadsheets, all project documentation, warranties, etc. for capital project budgets
• Formulate overall yearly departmental budget to be approved and submitted by the Director of Contracts, Purchasing, & Auxiliary Enterprises
• Provide reconciled monthly budget reports to departmental managers
• Answer incoming calls in a pleasant and professional manner, direct calls to the appropriate group or individual; take accurate information from callers and relay the messages promptly
• Process purchase requests for materials, stock items, outside vendor needs, etc.
• Prepare/coordinate annual contract RFPs
• Receive and process work order requests in computerized maintenance management system, including reporting, survey analysis, etc.
• Prepare and distribute on-call staff member list to various campus departments
• Coordinate safety training requirements, documentation, and communication
• Receive visitors, answer/screen incoming phone calls, provide answers to callers, take messages and/or refer to appropriate individuals
• Input utility information and provide energy management reports
• Perform administrative functions such as calendar scheduling, correspondence, proof-reading, filing, developing presentations, meeting agendas, and meeting minutes
• Process departmental incoming and outgoing mail. Distributes mail and other information as necessary
• Contact appropriate vendors for services as directed
• Manage the college rental fleet and golf cart reservation fleet
• Assist in the key request process and chargeback process for lost keys
• Perform other duties as assigned by Director of Contracts, Purchasing, & Auxiliary Enterprises

Minimum Qualifications

• Proficient with multi-line telephone operation including setting up conference calls
• Proficient with Microsoft Office Suite products, especially Microsoft Excel
• Ability to communicate effectively, orally and in writing
• Ability to manage time and workload effectively which includes planning, organizing, and prioritizing with attention to detail
• Ability to work independently and meet task deadlines
• Aware of and the commitment to the mission of Guilford College
• Strong leadership, communication, and interpersonal skills
• Strong work ethic

Preferred Qualifications

• Business/Secretarial School training or comparable college-level course completion. Business Administration/Accounting degree preferred
• A minimum of three years of administrative support experience, including providing support to management-level personnel
• Previous experience working in a higher education environment preferred, but not required
• History and track record for maintaining confidentiality




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Job No:
Posted: 11/2/2018
Application Due: 1/1/2019
Work Type:
Salary: Grade 3 $12.67-$15.20 per hour ($26,1352-$31,622 Annual or $15.20 per hr.