Location: San Diego, CA, US Organization Name: Chemistry & Biochemistry Job: IRC23902
Brief Description The general purpose of this position is to provide administrative support for the Department of Chemistry and Biochemistry in both research and teaching activities.
Detailed Description The general purpose of this position is to provide administrative support for the Department of Chemistry and Biochemistry in both research and teaching activities. The main areas of responsibility for the Chemistry Purchasing and Budget Coordinator are purchasing, accounting and budgeting, acting as a liaison to other campus departments (such as Dean of the College of Arts and Sciences, Accounts Payable, Purchasing, and Office of Sponsored Programs) and providing general support of the department chair in all of these areas. Supervision received: operates under general guidance and direction of the Department Chair.
Examples of Work: Purchasing Receive and organize all purchasing requests made by faculty and other Departmental support staff in conjunction with research, teaching, and instrument maintenance. Create and maintain infrastructure for purchasing all material requests in the department (including, but not limited to, extensive list of vendors and contact information, USD personnel, and non-routine suppliers.) Knowledge and technical ability to navigate the Internet, interact with vendor websites and perform product searches. Order and track (shipping and receiving) all materials (e.g. chemicals, consumables, gases, cryogens, equipment, etc.) in a timely manner. Receive and inventory all goods (packages and shipments) delivered to the department; distribute packages and shipments to owner/person making request. Maintain a professional relationship with outside vendors and sales representatives to maximize purchasing efficiencies and cost savings. Authority to document and archive all purchasing activity (MasterCard, Visa, and POs). Accurately and effectively track purchasing information in order to efficiently maintain the Department's budget. Submit detailed reports to Accounts Payable to facilitate recharges. Correspond with procurement, accounts payable and vendors in case of billing errors. Coordinate the return of goods. Act as the first point of contact for external vendors. Record scheduled deliveries onto the Department calendar.
Budgetary ·Oversee department budget. This involves implementation of the budget each year from annual figures received from the Dean of the College of Arts and Sciences.
Participate in regular budgetary meetings with the Chair and Chemistry support staff in order to reconcile the Department's budget. Reconcile the department budget and prepare monthly budget summary reports (using Excel and Noetix) for the Department Chair and support staff. Perform comparative analyses of expenses of the appropriate budget accounts as requested by the department chair. Prepare monthly budget summary reports (using Excel and NOetix) for all faculty research grants (internal and external). Interface with the Office of Sponsored Programs and Accounting to monitor and reconcile teaching and research expenditures, establishing new accounts, and creating annual reports. Monitor and report expenditures associated with curriculum to the Department Chair and Chemistry support staff. Develop and implement processes and protocols for accurately charging expenditures to various grants and Departmental accounts. ·Work closely with the Executive Assistant to reconcile the department budget and communicate detailed information to department chair (as requested and at fiscal closing each year). Maintain open lines of communication and frequent collaboration with Executive Assistant on department budgetary matters.
Other Utilize specialized software programs (Vertere, Noetix, Oracle, Contribute, etc.) in order to prepare reports, figures, chemical inventory or web content. Seek ways to engage with the department culture, faculty, staff and students in productive ways. Seek opportunities to contribute to the life of the department according to individual strengths and interests.
Job Requirements Qualifications: Minimum · a) Requires a bachelor's degree and at least two years of business/ accounting/accounts payable or purchasing related experience OR b) a high school diploma and at least four years of business/ accounting/accounts payable or purchasing related experience. · Experience in fiscal management, quantitative financial analysis and budgetary control with a knowledge of general accounting principles and practices. · Must demonstrate excellent communication and interpersonal skills, and the ability to deal with sensitive issues and challenging situations.
Preferred Experience with Oracle, Noetix and/or other large enterprise resource planning system. Experience in a scientific environment. Hands-on participation in inventory tracking and systems (such as Vertere). Experience in a centralized accounts payable function for a large organization. Experience in higher education.
Performance Expectations: Knowledge, Skills and Abilities Knowledge Knowledge of math and basic accounting skills.
Abilities Ability to manage and prioritize multiple tasks and deadlines and possess flexibility and versatility in order to contribute to evolving work situations. Ability to work independently. Ability to work effectively in team environment. Ability to communicate effectively verbally and in writing. Ability to work effectively under pressure. Ability to assume responsibility, deal effectively with problems, and exercise independent judgment when making decisions. Ability to express oneself clearly and effectively in written and oral form and request clarification when needed. Possess good organizational skills. Ability to meet deadlines. Ability to maintain confidentiality. Ability to provide service in a courteous, prompt and efficient manner. Ability to establish and maintain strong working relationships with colleagues, staff, industrial partners, alumni, and students. Ability to get along with diverse personalities and populations. Ability to access, input and retrieve information from a computer system for word processing, design and other use. Ability to operate a photocopier, scanner, and facsimile machine. Proficient ability to use Microsoft Office and all its applications, especially Word, Excel and Power Point. Proficiency in Internet usage.
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. Serious candidates are encouraged to request official transcripts to help expedite the hiring process.
Additional Details Salary: $22.70 - $23.00 per hour; Excellent Benefits.
The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits
Hours: 37.5 per hour
Closing date: June 5, 2017
Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.
The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.
How To Apply Click Apply Now to complete our online application. In addition, you are strongly recommended to upload a cover letter and resume to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at firstname.lastname@example.org.
The University of San Diego is committed to academic excellence, Catholic intellectual and social traditions, and providing a top-notch liberal arts education for scholars of all faiths. USD is located on 180 acres overlooking the city of San Diego, Mission Bay and the Pacific Ocean. The campus is renowned for its beauty, and features Spanish Renaissance-inspired architecture.