Administrative Specialist, Purchasing Office

Job Description: 

• Bachelor’s degree or higher
• Two plus years of office experience
• Highly proficient with Microsoft Office as evidenced by application materials
• Experience working in a university setting
• Excellent written and oral skills
• Outstanding customer service and interpersonal skills
• Experience in the area of purchasing
• Supervisory experience

• Aid with purchasing forms, contracts, policies, and bids as needed by the Purchasing Director.
• Perform supplier searches on Vendor Registry for products or services.
• Contact suppliers and vendors for pricing, availability, and update supplier information in Workflow.
• Provide status updates of purchases to other departments.
• Perform procurement functions such as initial agreement review, complete, and send purchase orders and agreements to suppliers and vendors.
• Provide training to new administrative staff on purchasing procedures.
• Oversee FHSU specific contracts such as campus cable, copier, elevator contracts to process payments, keep track of pertinent information as required, process renewals, and contact suppliers for updates and changes.

• Provide training and documentation on processes and procedures to purchase materials and supplies from accounts through Workday. This includes information on payments with credit card checkout, supplier invoices, and processes to check balances and reconcile accounts.
• Answer questions or provide direction to organizations on available funding and allowed processes with state funds.
• Assist student organizations with conference and hotel registrations, flight bookings, and completion of travel forms.
• Assist, train and provide on-going support to student organizations.
  • Annual training for all student organizations providing policies and procedures on Workday/Workflow processes.  Assist student organizations with travel arrangements, purchases, and forms to be completed for their activities such as meetings, conferences, Oktoberfest, donations, etc.

• Process payments for farm expenses.
• Deposit incoming funds.
• Reconcile credit card transactions for staff.
• Update and reconcile accounts.
• Update and submit inventory.

• Provide administrative support to the VP of Administration and Finance and the Controller.
• Coordinate meetings including securing conference rooms, resources, and materials.
• Arrange and coordinate travel and travel reimbursement. 
• Oversee Vice President’s calendar and scheduling meetings.
• Submit correspondences for the Vice President.
• Oversee and update the webpages for Vice President for Administration and Finance, Purchasing, Standing Committees, and University policies.
• Process and oversee Staff Development submittals and funding.
• Provide overall building assistance in submitting work requests for various repairs and maintenance. Notify the building employees with various issues and repairs.

• Responsible for establishing and maintaining high-quality customer service using professionalism, approachability, and sound judgement.
• Process payments for university expenses including General Institutional Expenses, deposit incoming funds, and balancing service clearing accounts.
• Compose and disseminate correspondence, forms, and reports.
• Assist with hiring, training, and supervising student employees.
• Order office supplies.
• Responsible for day-to-day phone and email communication for the office.
• Other duties as assigned by the VP of Administration and Finance, Controller, Purchasing Director or requests from other areas of Administration and Finance and campus for assistance.

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