Advertised Summary Job Description: Reporting to the Purchasing Director, the Administrative Assistant provides comprehensive administrative support for the Procurement Office staff. Duties include, but are not limited to: review, gather and compile supporting related documents and prepare electronic files for the Procurement staff; communicate with departments regarding supporting documentation for requisitions and other process mechanisms; scan, upload, and distribute documents, answer phones, respond to customer inquiries; receive, track, and distribute incoming and outgoing mail and electronic mail; provide periodic business updates to the Director or designee at the end of each business day, or as requested; follow up with customers and suppliers on contract items and/or bids; issue, follow up and acceptance of RFPs; filing and retrieving of contracts either manually or electronically; filing and retrieving of University Wide Purchasing Agreements (UwPAs); process purchase requisitions under $10k; review status report on transactions; performs other related duties, as assigned.
General Minimum Qualifications: High School diploma or its equivalent required. Two years' related experience required.
Additional Specific Minimum Qualifications: Excellent interpersonal, organizational and communication skills required. Familiarity with university systems. Strong proficiency with computer software required, including Microsoft Word, Excel, Outlook, Internet Explorer, and data entry software. Must be dependable, customer focused, and results oriented with the ability to work both independently and collaboratively as a team member. Must have the ability to work well under pressure. Must have a passion for excellent customer service and commitment to exceptional quality. Familiarity with university systems: PeopleSoft application or ERP application or other similar automated purchasing system, preferred.
Preferred Qualifications: Some college preferred. PeopleSoft application or ERP application preferred. Proficiency with Access a plus.
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.