Duties & Responsibilities

Business Operations Support

• Purchasing and payments coordinator. Unit resource for purchasing, payment, and reimbursement. Keep unit informed of campus policy changes. Provide ibuy training to department staff. Manage and update inter-department order form. Create and manage unit’s vendor accounts and keep the unit’s vendor accounts list up to date. Manage the unit’s purchasing and animal ordering email inboxes.
• Process purchasing, payment, and reimbursement transactions utilizing banner, ibuy, p-card, t-card, chrome, and ACP BIO system. Enters all payments and purchases into dept. database and updates status.
• Creates and maintains annual standing purchase orders. Monitor status and balance and take necessary actions.
• Obtains quotes/cost estimates to ensure best price and quality, working with staff and vendors to ensure all requirements are met.
• Identifies orders with outstanding invoices (over 45 days) and adds them to the Invoice Troubleshooting tracking sheet and folder. Reviews outstanding invoices weekly and takes necessary action working with vendors, purchasing, and payables to ensure payments are issued and processed in a timely manner.
• Works with OBFS, department staff, and vendors to obtain and complete purchasing contracts necessary for various purchases of goods and services. i.e., sole source contracts.
• Closes purchase orders as needed.
• Accounts for complete documentation when purchases are made: Includes receipts, banner documents, order forms, and P Card Expense reports.
• Resolves backordered and missing items, and missing packing slips for closure.

Administrative Support

• First point of contact for the office. Greet and assist walk-ins. Answers telephones and uses independent judgment in triaging urgency of calls; takes Animal Medical Report calls and disseminates to check on the welfare of animals; secures signatures of customers when picking up pharmaceuticals.
• Receive & distribute mail, packages, and documents from transport pouches. Separate and sort incoming documents and process as needed. Processes shipments for office and staff.
• Opens and closes the office.
• Provides general clerical support to staff as needed. Maintains distribution lists in group manager, and updates and distributes contact lists.
• Manages office supply stock and replenishes as necessary. Places orders with document services for printed materials.
• Coordinates shared departmental calendars, vehicle, conference room, etc.
• Reserves vehicles and/or conference rooms upon request.
• Maintains front office equipment, i.e. loads paper, replaces toner, reports issues to vendor, etc.
• Update databases and Excel spreadsheets for various office functions (i.e. animal care staff training records, transaction database).
• Files and sorts documents in established alphabetical, chronological, and numerical systems.
• Manages office filing system, creating and maintaining folders and files for the office and other staff.
• Assists with maintaining the controlled substances file; pulls records from previous fiscal years, scans, and keeps records in proper folders (paper and electronic).
• Maintains office procedures manual (hard copy & electronic). Updates as requested and distributes changes.
• Organizes and maintains ACP library resource materials and inventory tracking sheet.
• Backup to the Office Manager for travel arrangements, scheduling meetings, and other tasks as needed.

Other duties as assigned.