A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
The Department of Cell & Developmental Biology is seeking a Purchasing Clerk to join our administrative team. This is an exciting entry level position that requires the ability to prioritize multiple job responsibilities with professionalism. The primary responsibility of this position is to coordinate all purchasing functions within the department. In addition, this role provides support for facilities, finance, general office operations and events.
Candidates for this position must excel in the following key skills: organization, attention to detail, problem-solving, comfort working in a transaction-based role, consistent communication, effective follow-through, and excellent customer service. The selected candidate must work well individually and with a team.
The selected candidate will work in a fast-paced environment, working with faculty and staff from across the department, university, and external stakeholders. This position reports directly to the Chief Department Administrator (CDA).
Procurement
Serve as the primary contact for all purchasing activity and purchasing related communications in the department.
Review and submit orders requests for the Department of Cell & Developmental Biology using M-Marketsite, Requisition/Purchase Order, and P-Card, as appropriate in compliance with university purchasing guidelines. Assist with sole-source justifications and obtain approvals as necessary for orders.
Effectively identify essential inventory to keep on hand and maintain inventory for the lab supply closet, kitchen, copy room, and department copiers and printers.
Proactively research purchasing issues, including follow-up on orders not yet delivered, rescheduled deliveries, cancelled orders, lost orders, and other issues.
Initiate Unfunded Agreements and Material Transfer Agreements as requested by faculty. Follow agreements through the entire process until they are fully executed.
Run reports and send monthly email reminders about orders not yet marked as received.
Maintain the list of those able to request orders in the department, and submit requests for system access, as appropriate, to the Chief Department Administrator.
Schedule, attend, and provide updates at the quarterly Lab liaison meetings.
Finance
Prepare and submit expenses for reimbursement, reconcile P-card charges, and follow up on any discrepancies.
Complete deposits for the department.
Serve as the Shared Services Statement of Activity (SOA) Reconciliation primary contact for the department.
Complete document imaging of purchase confirmations.
Facilities & Asset Management
Partner with the Chief Department Administrator to submit and track work-order requests for repair and construction projects in the department.
Monitor the inventory of capital equipment assets list and coordinate the biennial survey conducted by the university. Renew service contracts and maintain list.
Submit Property Disposition tickets for equipment disposal.
General Front Office Support & Events
Serve as a front office contact and share responsibilities such as answering phones, accepting packages, greeting visitors, opening and closing the office, scheduling conference rooms, and distributing mail.
Assist with departmental events, such as the annual department picnic and retreat, faculty recruitment activities, and the seminar series.
