| The Department of Veterinary and Biomedical Sciences in the College of Veterinary Medicine is seeking an Administrative Assistant and Purchasing Specialist to provide purchasing and
administrative support to advance the Departmentâ™s diverse and inclusive research, teaching, and scholarship missions. The ideal candidate will demonstrate strong organizational and
interpersonal skills, the ability to prioritize tasks effectively, and the flexibility to work both independently and collaboratively. This position allows for hybrid work with specific scheduling
negotiable based on department needs.
Responsibilities:
Purchasing (60%)*
Serve as the primary point of contact and departmental expert on University and Department purchasing policies; act as the lead purchasing specialist for the Department.
Perform daily purchasing operations, including processing change orders, procurement card transactions, and transaction reconciliations; resolve issues related to requisitions and purchase orders in collaboration with faculty, staff, and College accounting personnel.
Manage and troubleshoot fulfillment issues involving suppliers, end users, delivery contractors, and other stakeholders as necessary.
Oversee the Departmentâ™s roster of requisition preparers; identify and implement process improvements for procurement efficiency across the department; provide training, coaching, and ongoing support to preparers.
Prepare complex and non-UMarket purchases, such as contracts for professional services and capital asset acquisitions, including those requiring competitive bids or exceptions; ensure proper consultation with Department, College, and/or University Purchasing stakeholders.
Act as a liaison between Department faculty, staff, and College accounting teams; support Department Accountants in ensuring compliance with University, College, and Departmental policies and procedures.
Serve as the departmental contact for the ClinCard pre-paid debit card subject payment system and the Chrome River Navigator; assist faculty and staff with travel arrangements and provide guidance on travel-related policies, resolving expense claim issues as needed.
Administrative Support (35%)*
Oversee the department office front desk and email account by warmly greeting visitors, answering phone calls and emails, responding to inquiries, checking voicemail, and delivering friendly, professional customer service to both internal and external guests.
Serve as the primary note taker for departmental faculty and staff meetings; maintain and organize meeting records in Google Drive.
Provide calendaring and scheduling support for the Department Chair, Administrative Director, and faculty, including reserving conference rooms and managing the Department Chairâ™s calendar. Oversee department mail and package deliveries; coordinate telecommunications support, including repair requests, phone orders, and phone relocations.
Coordinate travel arrangements and conference registrations for faculty and staff as needed.
Manage and safeguard departmental assets, including keys, vehicle parking passes, and equipment such as laptops and LCD projectors; provide access to departmental offices, labs, and other facilities as required.
Act as the departmentâ™s primary resource for facilities-related needs, including offices, labs, and classrooms; coordinate logistics for office/lab moves and laboratory clean-ups.
Other Project and Duties as Assigned (5%)*
* The University retains the right to change or assign other duties to this position as needed. |