Purchasing Assistant - Central Administrative Support (CAS)

Description

Job Duties Outlined :

Purchasing

• Utilizes the BPC (Business Procurement Card) as the primary means to purchase supplies, chemicals, and equipment for approximately 45 faculty members and their labs.
• Managers all orders, deliveries, and payments to vendors.
• Audits expenses and works directly with faculty and research staff to ensure expenses meet guidelines and are posted correctly to grants.
• Coordinates and processes all purchases.
• Determines the availability of budget and appropriateness of all purchases.
• Determines approvals for special purchases (software, equipment, foreign vendors, etc.)
• Manages vendor contracts and accounts in the departmental databases.
• Coordinate with vendors as needed to establish them within the university Workday system and request W-9 forms as needed.
• Negotiate vendor pricing and confirm we are receiving university contract pricing if a contract exists.
• Ensure all vendors have the most current tax-exempt certificate.
• Manage a list of all sales representatives for the university to assist labs in obtaining quotes.
• Act as a liaison between lab and vendor to clarify any pricing discrepancies.
• Determines whether to utilize a Purchase Order or BPC. Must be fully familiar with both processes within Workday and departmental databases.
• Track all purchases using the departmental databases, thoroughly recording all relevant order information to correctly encumber funds.
• Manage and organize associated documentation for each purchase until the order is closed.
• Coordinates return of items for repair or replacement ensuring documentation is appropriately completed and recorded.
• Departmental liaison with Federal Express for all lab shipments; responsible to keep their shipping supplies available for weekly use.
• Departmental buyer for all state contract computer purchases.
• Manages departmental Purchasing policies and procedures based on regulations of the State of Kansas, KUMC Research Institute, and KU Endowment.

Travel

Manages Faculty, Staff, and Student travel documentation.

Process travel reimbursements for faculty, staff, students, and fellows.

Enters Spend Authorizations in Workday prior to travel.

Processes Expense Reports efficiently, obtaining all necessary documentation to ensure all are reimbursed in a timely manner.

Manages departmental travel policies and procedures based on regulations of the State of Kansas, KUMC Research Institute, and KU Endowment.

Internal Service Deliveries

Reviews all Internal Service Deliveries (ISDs) for accuracy.

Enters ISDs into departmental databases.

After review, assigns ISDs to appropriate approvers.

Checks accuracy of all Laboratory Animal Resource (LAR) ISDs and updates departmental projections accordingly.

Miscellaneous

Attend training / classes as necessary.

Sort and deliver mail.

Assist with department events as needed.

Other duties as assigned by CAS Manager and / or Directors.

Required Qualifications

Education : Bachelor's degree in accounting, business administration or related field. Relevant work experience can be submitted on a year per year basis.

Work Experience :

Two years of experience in a business-related field.

Experience using the Microsoft Office Suite.

Experience using databases.

Customer service experience.

Prior work experience working with confidential information.

Preferred Qualifications

Work Experience :

Three (3) years of experience in an academic institution setting.

Experience working in purchasing.

Familiarity with accounting practices in an academic institution, including state, private and federal grant funding and endowments.

Skills :

Problem solving skills.

Analytical skills.

Interpersonal communication skills.

Organizational / time management skills.

Familiarity with customer service methods and process improvement. Experience using Workday.

Required Documents : Resume / CV

Resume / CV

Cover Letter

References

Comprehensive Benefits Package :

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan.

Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available.

Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment.

A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available.

Employee Type : Regular

Regular

Time Type : Full time

Full time

Rate Type : Salary

Salary

Compensation Statement :

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking.

A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding.

At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above.

Pay Range : Minimum

Minimum

Midpoint

Maximum