1) Purchasing, Reimbursements & Transaction Support (80%)
- Process routine and moderately complex purchasing requests through Amazon, M-Marketsite, web vendors, purchase orders, and PCard, following University and departmental policies and procedures.
- Review purchasing requests for required information, appropriate funding, business purpose, supporting documentation, and approvals; follow up with requestors to obtain missing information.
- Work with faculty, staff, students, grant managers, and finance staff to verify funding sources and facilitate timely processing of transactions.
- Process and support reimbursement requests, including gathering and reviewing documentation, communicating with requestors, submitting requests through the appropriate University process, and monitoring transactions through completion.
- Provide guidance to faculty, staff, and students on routine purchasing and reimbursement documentation and procedures; refer complex, high-dollar, unusual, or policy-sensitive matters to senior administrative or finance staff.
- Maintain complete purchasing and reimbursement documentation, including receipts, order confirmations, packing slips, funding information, and approvals, to support reconciliation and departmental recordkeeping.
- Manage or support Online Purchasing System (OPS) activity, including maintaining order status through receipt, running reports, following up on outstanding orders, and supporting OPS group maintenance as assigned.
- Coordinate with vendors, Procurement Services, Accounts Payable, and the Shared Services Center (SSC) to resolve routine order, invoice, payment, vendor, and reimbursement issues.
- Assist with vendor creation and maintenance requests by gathering and submitting required documentation.
- Support PCard reconciliation by collecting receipts and other supporting documentation and following up on missing information.
- Assist with returns and RMAs by gathering documentation, communicating with requestors and vendors, and monitoring the return or replacement through completion.
- Process or support PeoplePay, honoraria, and other routine payment-related transactions as assigned, following established procedures.
2) Event, Visitor & Meeting Support (10%)
- Provide logistical support for department seminars, meetings, events, and visitor hosting.
- Assist with room reservations, catering and food orders, parking requests, transportation arrangements, event supplies, and related purchasing.
- Help prepare and distribute event materials, announcements, itineraries, and related communications.
- Provide day-of event support as assigned, including greeting guests, assisting with room setup, supporting routine hybrid or Zoom logistics, and helping resolve logistical issues.
- Assist with visitor hosting logistics by gathering travel information, coordinating schedules, and collecting reimbursement documentation.
- Provide support for recurring department events and programs during staff absences or peak periods.
3) Front Office, Mail/Shipping & Department Operations?Backup Support (10%)
- Serve as the department's welcoming first point of contact by greeting visitors, responding to walk-ins, and directing faculty, staff, students, and guests to the appropriate resources.
- Triage the department's shared communications, including phone and email inquiries, and route requests to the appropriate staff member or office.
- Support daily mailroom and package processes, including receiving, tracking, sorting, and notifying recipients when items are available for pickup.
- Manage conference room reservations and scheduling support, including approving routine requests, placing reservations, and assisting with alternate room options as needed.
- Maintain office supply inventory and place routine supply orders as needed.
- Monitor office equipment and shared department spaces; submit service requests and help ensure kitchens, coffee areas, and common spaces are stocked and functional.
- Maintain basic job aids, checklists, and documentation for front office and operational processes.
- Provide back-up coverage during absences, peak periods, or as assigned to support department operations.
- Route shipping requests to the appropriate University tools or contacts, such as ESHIP, and retain required documentation.
- Facilitate specialized shipping needs, including hazardous material shipments or international shipping questions, to trained staff or appropriate University offices.