Advertised Summary Job Description: Reporting to the Manager of Network Field Services, the Administrative Assistant works closely with Columbia University's preferred vendors, United Parcel Service, Federal Express, peer technical groups and other support organizations in order to oversee all equipment movement in the Network Field Services Stockroom.
CHARACTERISTIC DUTIES AND ESSENTIAL RESPONSIBILITIES:
-Coordinates receivables from UPS, FEDEX and CU Preferred Vendors. -Receives and verifies shipping materials against shipping invoices. -Maintains adequate inventory levels at multiple storage sites. -Coordinates and organizes stockroom materials to sync with delivery schedules. -Performs physical verification and counting of inventory to detect shortages. -Physically inspects the materials and equipment for damages or breakages. -Handles moderate to heavy network hardware and supplies. -Provides information and recommendations about stock items to CUIT departments. -Fills customer orders from the stockroom shelves, including packing and preparing the materials for shipment. -Provides daily updates to open order Excel spreadsheet. -Dispatches products from the stockroom as per material requisitions. -Coordinates updates of stockroom records and statements periodically. -NFS Procurement Associate backup. -Prepares and processes requisitions using the Accounting and Reporting at Columbia (ARC) System when Procurement Associate is absent. -Prepares necessary approval documentation for University Procurement Card (Visa) transactions. -Acquires proper supporting documentation i.e. quotes, written bids, proposals and single/sole source justifications forms for purchasing goods and services. -Prepares routine purchasing reports for the Manager using excel and or word documents. -Follows up on all questions or concerns and ensures compliance with University's purchasing policies and regulations. -Weekend and off-hour work may be necessary on occasion. -All other duties as assigned.
General Minimum Qualifications: - High School diploma or its equivalent required. -Minimum of two years' related experience ? some college preferred.
Additional Specific Minimum Qualifications: -Proficient in Microsoft Word and Excel required. -Excellent written and verbal communication skills. -Demonstrated ability to work in a fast-paced, deadline driven environment. -Demonstrated excellence in a variety of competencies including teamwork/collaboration, analytical thinking, communication and influencing skills, and technical expertise. -Ability to work with changing priorities and with multiple projects. -Ability to be precise and attentive to detail is essential. -Ability to work with minimal supervision. -Ability to work weekend and off-hour work on occasion.
Preferred Qualifications: -Proficient in Microsoft Access or other database management systems preferred.
As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.
Columbia University is an Equal Opportunity/Affirmative Action employer.
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It... seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.