Program/Project Specialist

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Job ID

355267

Location

Twin Cities

Job Family

LR-Clerical

Full / Part Time

Full-Time

Regular / Temporary

Temporary

Job Code

1897

Employee Class

AFSCME Unit 6 - Clerical

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About the Job

Description of Position

This position is responsible for updating part information, analyzing and coordinating data, vendor maintenance and reporting in the inventory environment of the Tririga Software System.

This position will work closely with customers in Facilities Management (FM), EAM and the FM Buyer at U Market Services in addition to suppliers external to the University of Minnesota.

This position updates the electronic FM parts catalog, coordinates order follow-up with vendors and customers, gathers and compiles data by running reports, updates supplier information within the system, tracks and follows up on outstanding orders, conducts analysis and makes recommendations to improve inefficiencies and effectiveness, participates in system testing and other projects as assigned.

Responsibilities

80%- Updates inventory part information in Tririga including price, vendor, unit of measure, stock quantity, lead time, transferring parts to a new primary vendor, etc.

This includes reviewing order confirmations, communicating price updates to customers, creating purchase order change orders and communicating with suppliers.

This position will also run reports to review price discrepancies, reach out to vendors for quote information, update vendor information, transfer parts between blanket purchase orders as new primary vendors are assigned and make recommendations on switching vendors to provide cost savings.

In addition, this position will work to identify and assess problems and issues using standard procedures and make decisions regarding solutions.

10%- Run the open orders report and follow up on outstanding orders. This includes reaching out to suppliers to get ETA on outstanding orders, communicating with customers, updating the lead time on part records and purchase orders.

This position will also identify program reporting needs and participate on initiatives to implement new reports.

10%- Participate on other projects as assigned including but not limited to : coordinating and testing for system updates, helping prepare data for bids, getting quotes from suppliers, running reports in Tririga, working with EAM on issues and resolutions related to inventory.

This position will gather, compare and analyze data to make recommendations for future enhancements and process improvements.

Essential Functions of the Position

• Utilize Tririga, an inventory system, for the coordination of inventory parts and information related to inventory. This includes but is not limited to : communicating professionally with customers and suppliers;
• communicating and coordinating regularly with appropriate personnel to maximize the effectiveness and efficiency of interdepartmental operations and activities;
• running reports to analyze and communicate data; updating part information within Tririga; following up on outstanding orders;
• creating purchase order change orders; working with FM to establish new inventory parts; working with vendors to ensure contact information is kept up to date;

identifying opportunities and making recommendations to create efficiencies; and participating in system testing.

Work Environment

The work is performed in a "fragrance free" office setting.

Other Position Information

• This position will be working in the office full time.
• This position may be designated as essentail
• The employer retains the right to change to or assign other duties to this position

This is a temporary position last no longer the 1 year from the hire date.

Qualifications

Minimum Qualifications

High School Diploma / GED and 5 years related experience to include project management. Coursework in a related field may substitute for some years of experience.

Additional skills and knowledge may be required of individual positions.

Preferred Qualifications

Experience working in higher education specifically in a fast paced environment. Excellent communication skills are required in order to provide exemplary customer service.

Ability to quickly learn new technical systems and navigate systems independently. Participation in process improvement initiatives and projects.

Ability to gather, compare and analyze data to make recommendations. Must work well independently and on a team.

Knowledge, Skills, and Abilities

Knowledge : facilities operations, principles and practices; procurement and materials management principles and practices;

warehouse methods and procedures; data analysis; process improvement methodologies; experience interacting with both technical and non-technical personnel

Skills : oral and written communication skills; excellent customer service skills including responding to questions and inquiries from other employees and customers in a helpful, timely and courteous manner;

using a personal computer; Microsoft Office Suite including Word, Excel, and PowerPoint, Google Applications including email, calendar, Google Docs and Spreadsheets

Abilities : work effectively with a diverse work force and a diverse customer base; coordinate and prioritize multiple assigned tasks to keep projects on schedule;

work independently and make decisions; work as a team player in a fast-paced, deadline driven environment; gather and analyze information, take initiative to resolve issues

Benefits

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning.

We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes :

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Scholarship
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Please visit the Office of Human Resources website for more information regarding benefits.

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions.

You will have the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail [email protected] or call (612) 624-UOHR (8647).

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission.

The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.

To learn more about diversity at the U : http : / / diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here.

Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research.

Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St.

Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.