Primary purchasing specialist for Veterinary and Biomedical Sciences; execute daily purchasing duties such as change orders and resolving issues with requisitions and purchase orders in coordination with appropriate unit personnel (College of Veterinary Medicine)
Oversee roster of requisition preparers in VBS; assess and identify operational efficiencies for
department-wide procurement and implement changes; train, coach, and provide guidance to preparers
Point of contact and department expert on University and department Purchasing policy
Manage fulfillment challenges with suppliers, end users, delivery contractors, and other parties as needed
Coordinator of ClinCard pre-paid debit card subject payment system for department
Chrome River Navigator; resolve expense claim errors and manually re-route claims as appropriate in coordination with CVM Cluster Director
Prepare non-UMarket and complex orders such as contracts for professional services, purchase of capital assets, work with competitive bid process or exceptions to bid; ensure all stakeholders from Department to College to Purchasing are consulted as appropriate
Compile and distribute monthly accounting reports for department faculty
Work with faculty to identify inaccuracies in monthly reports and make corrections as needed through preparation of journal entries to ensure integrity of financial statements
Monitor financial statements and investigate transactions posted to the wrong accounts, move charges as appropriate
Coordinate ISO and external billing activity with department faculty and staff, college staff, and customers; prepare billing requests, resolve inquiries from customers, and
provide conversation updates into financial system. Reconcile billing to general ledger.
Review monthly and quarterly department eStatement reports, AHC-IS support reports, FedEx activity, cylinder usage reports, and OIT invoices; resolve inaccuracies or discrepancies. Build and maintain relationships with suppliers including maintenance of accounts through statement reconciliation and independently resolve statement discrepancies; work with supplier A/R for exchange of invoices, credit memos, and proper application of payments; coordinate with college accounting on voucher issues or special requests for urgent payments. Ensure compliance of University, College, and Department accounting policies and procedures with department Accountant
Serve as liaison between department faculty and staff and Department and College accounting personnel
Advise faculty and staff on University and Department travel policies and procedures
Assemble travel and expense reimbursement claims and ensure compliance with University policy
Grants management/pre-award (25%)
Maintain a working knowledge of research administrative policies and support the processing and submission of grant proposals and progress reports
Partner with faculty and Administrative Director to review the requirements of the particular funding opportunities, compile proposal components, and submit grant applications to Sponsored Projects office.
Work closely with the CVM Research Office and Administrative Director on grant requirements and submission deadlines.
Work with Administrative Director and other pre- and post-award team members to ensure sponsored awards are established in accordance with proposal, sponsor, and University guidelines.
Other Duties (10%)
Assist the Department Chair with calendar appointments and other projects or duties as assigned.
Independently resolve procedural challenges as presented in fast-paced department office environment, coordinate use of department resources in collaboration with department Administrator, exercise independent judgement for problem solving as situations arise.
Support the annual processes such as faculty nominations for awards, promotion and tenure, annual faculty performance review and merit assignment, probationary faculty review, committee assignments and other key initiatives such as professional development and organizational diversity and inclusion.
Prepare Departmental Deposits
Provide backup receptionist duties and customer service to VBS office visitors
Pay Range: $17.31 to $29.10 USD/hour
All required qualifications must be documented on application materials.
Required Qualifications: High School Diploma and 5 years of related experience to include project management experience. Training/education may be substituted for some years of experience.
Preferred Qualifications Experience supporting the pre award process in a research heavy department
Internal Number: 334763
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.