- Order supplies, track vendors, add vendors to the university system, and work closely with university offices of purchasing and business operations. This is often a multi-layered process that must be tracked with diligence.
- Research and evaluate potential suppliers, negotiate with vendors for best prices and quality, assist the Department Coordinator with accepting deliveries and tracking incoming packages; work regularly with faculty, staff, and students to coordinate spending on grants and track on Excel spreadsheets to help track expenses on small grants for graduate students and other allocations; provide relevant information to principal investigators and others to assist with purchasing decisions.
- Maintain clear and consistent records of purchases and warranties and organize in an accessible online data management system (Card Box).
- Reallocate all spending to correct accounts weekly and overall, monthly. Work with unit's financial coordinator to ensure that reallocations are correct and timely.
- ProCard will be issued and will be responsible for tracking ProCard use by department members and ensure correct identification of grants or other accounts to charge. Track spending on at least two additional ProCard and work closely with our lab technician to coordinate teaching lab orders.
- Work with faculty, staff, and graduate students to ensure that everyone in the department is familiar with processes related to procurement, spending and reconciliation.
- Tag new equipment and work with IT to troubleshoot issues with equipment or systems as needed.
- Interact with Physical Plant staff to request estimates, schedule services and ensure correct charging of the same.
- Keep current on compliance issues, university and college processes related to purchasing within a defined budget.
- Bachelor's degree
- Prior administrative or budget experience in higher education
- Experience with ordering processes, purchasing, tracking purchases
- Knowledge of university policies and procedures
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Department Coordinator II - Louisville, United States - University of Louisville
Description
Department:Biology
Location:
Belknap Campus
Time Type:
Full time
Worker Type:
Regular
Job Req ID:
R104504
Minimum Requirements:
High School Diploma/GED with two (2) years of related experience or an equivalent combination of education and experience. Grade 2 (Hourly).
Position Description:
The University of Louisville Biology Department is hiring a Department Coordinator who will serve as the primary purchasing manager for one of the largest, most dynamic departments in the college. The job requires attention to detail, expert organizational skills, computer and software skills, and ability to work in a diverse team. The person in this position places orders with vendors, negotiates for best prices, tracks purchases, and provides support to faculty, staff and graduate students. The ideal candidate will be willing to offer administrative, technical, and procedural support to department members and students, and implement new processes for increased efficiency.
We teach hundreds of classes, conduct externally funded research in three different buildings and attend to the success of our students. Staff are an important part of our welcoming department community.
Essential Duties and Responsibilities
Equal Employment Opportunity
The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team at or
Assistance and Accommodations
Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208.
If you require assistance or accommodation with our online application process, please contact us by email at or by phone
