Purchasing/Operations Assistant - Minneapolis, United States - University of Minnesota

Description

Apply for Job Job ID 358629
Location Twin Cities
Job Family LR-Clerical
Full/Part Time Full-Time
Regular/Temporary Regular
Job Code 1885
Employee Class AFSCME Unit 6 - Clerical
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About the Job

Position Overview

The Department of Educational Psychology in the College of Education and Human Development is hiring a Purchasing/Operations Assistant. This position serves as the first point of contact for purchasing needs and is responsible for providing purchasing and finance support to the department through coordinating PCard purchases, check requests, and invoice payments. Additionally, this role provides facilities support and office assistance to the Department Administrator, Chair, faculty, and staff. This position actively supports and advances the University's commitment to equity, diversity, and inclusion.

Skills & Competencies of a Successful Candidate

• Ability to establish and meet deadlines.
• Service-oriented with excellent customer service skills.
• Attention to detail and ability to ensure compliance with complex policies and procedures.
• Independently review financial policies and perform duties accurately and with minimal guidance.
• Demonstrated ability to prioritize, multitask, and execute in a fast-paced environment.
• Strong verbal and written communications, interpersonal, and problem-solving skills.
• Ability to maintain a high level of integrity and strong sense of confidentiality.

This position is represented by the AFSCME Clerical Union, Local 3800. Core work hours are Monday - Friday, 8:00am-4:30pm. This position is hybrid, with some in-person work required on the Minneapolis campus.

The minimum starting pay for this position is $45,427. Final salary offers are dependent on the candidate's experience, skills, and internal equity within the department.

Job Responsibilities

Purchasing/Finance (75%)

• Conduct purchases for non-sponsored and sponsored accounts via PCard, UMarket and EFS according to University policies and procedures
• Solve purchasing issues and answer questions related to complex financial policies and procedures
• Assist employees and students to arrange and reimburse travel for programs within the Educational Psychology department
• Set up vendors in the EFS system ensuring each has a W-9, Independent and Supplier Authorization Form or Supplier Change Form, PSIS, and Statement of Work
• Prepare and process departmental vendor payments via purchase orders and check requests
• Provide vendor troubleshooting to ensure on-time and accurate payments
• Set up customer records for external sales and create and track invoices and payments
• Create payment input for all departmental monthly and quarterly statements
• Manage cash/check deposits
• Provide budget report support for program coordinators and faculty

Department Administrative Support (15%)

• Greet visitors, students, and faculty and assist each individual in resolving inquiries related to department operations, facilities, personnel or purchasing
• Respond to routine inquiries through the Ed Psych email account
• Manage departmental equipment checkout and room reservations
• Assist with hiring, training and supervising front desk student workers
• Maintain copier address books and pull printing reports
• Order office supplies for Department
• Provide support for Student Rating of Teaching (SRT) process and textbook/desk copy/course packet orders
• Assist with event execution, including commencement and student orientations
• Serve as first point of contact for Department Chair's calendar
• Other duties as assigned

Facilities (10%)

• Serve as department liaison and Department Facilities Rep (DFR) back-up to Facilities Management, the College of Education and Human Development and the University regarding facility issues
• Report and track maintenance requests to Facilities Management for the department
• Serve as Department Access Coordinator, processing requests for after-hours access to building working with Department of Central Security
• Assign and track facility keys; collect them after personnel no longer require access
• Coordinate internal and external moves of faculty and/or furnishings and office upgrades
• Update Space Management (TRIRIGA)
• Maintain departmental files within the building and properly dispose of data according to student data and grant reporting requirements
• Assist in short and long range departmental building usage projects
• Update building directory
  

Qualifications

Required Qualifications

• High School diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
• Comfort using technology, including Zoom, Microsoft Office, and Google applications (including Drive, Calendar, and Sites).
• Demonstrated experience communicating both verbally and in written communication with people from a variety of communities, backgrounds, and identities.

Preferred Qualifications

• Experience preparing and processing accounting and business documents (reimbursements, travel, procurement cards, purchasing, using EFS or similar financial system)
• Prior customer service experience
• Prior experience working in higher education or the public sector
• Demonstrated experience with multitasking and prioritizing tasks in a fast-paced, complex work environment
• Prior experience working independently with minimal direction as well as working with others as part of a team in a professional manner
• Excellent grammar, spelling, and punctuation skills
  

About the Department

Department Overview

The Department of Educational Psychology provides training in the cognitive, emotional, and social learning processes that underlie education and human development across the lifespan, including: the psychological foundations of education, quantitative methods in education, the practice and science of counseling psychology, school psychology, and special education. Faculty and students provide leadership and consultation to the state, nation, and international community. The department's scholarship and teaching enhance professional practice in schools and universities, community mental health agencies, business and industrial organizations, early childhood programs, and government agencies.

College Overview

The College of Education and Human Development (CEHD), the third largest college and the University, contributes to a just and sustainable future through engagement with the local and global communities to enhance human learning and development at all stages of the life span. We know diversity is necessary to do our best work and foster our humanity. That's why the CEHD community is collectively dedicated to cultivating an inclusive and equitable environment, embracing and celebrating all identities of our students, staff, and faculty. These values are also a moral imperative requiring continuous proactive measures and a firm stance against prejudice, discrimination, and systemic injustice.

Benefits

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Scholarship
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Please visit the Office of Human Resources website for more information regarding benefits.

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail or call UOHR

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U:

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019,