Reporting to the Grants & Finance Manager, the Purchasing Coordinator is responsible for the administration of purchasing and contract activities, as well as the management of capital assets inventory. They support all CBE research labs in these areas, as well as the department administrative and academic needs. This includes the review, approval and creation of requisitions for purchasing, marketplace orders, vouchers, honorarium payments and other transactions. The incumbent also assists in the business operations and accounting functions of the department, including the use and reconciliation of departmental credit cards and preparation of journal entries. They interact with faculty, researchers, students, Finance & Treasury Office and outside vendors; works autonomously in providing excellent customer service to process orders and resolve issues expediently. They manage the physical inventory process with distribution of equipment asset tags, acts as telephone coordinator, helps with facilities related support, backfills for faculty assistants and special projects as needed. The position needs to be well versed in University spending policy and understanding of the chart of accounts to ensure compliance with University purchasing criteria. They serve as the main contact for purchasing requests and financial policy and procedural inquiries for 17+ research labs in CBE. To be successful, they must be detail-oriented, organized and capable of multi-tasking in a fast-paced work environment.
Purchasing Support:
--Create requisitions and purchase orders via Prime Marketplace for the department.
--Process all lab supplies and equipment purchases for 17+ research labs.
--Ensure the appropriate chart strings are being used for financial accuracy, compliance, and maintain documentation for financial transactions.
--Perform receiving on invoices, ensuring invoice payment is compliant to contractual agreements.
--Coordinate deliveries with vendors/shipping companies and equipment maintenance with service contractors.
--Manage funding for UG student independent work, senior thesis, and summer research. This includes the purchasing, monitoring of funding balances, and year end reconciliation.
--Work with new suppliers and independent contractors to guarantee that appropriate paperwork is completed for onboarding and payment.
--Support lab groups and administrative staff with any contract needs and ensure proper review by the Office of Finance & Treasury (OFT).
--Substantiate transactions in Concur for all credit card purchases and payments.
--Support and guide labs through the capital equipment purchasing process
Other Financial Responsibilities:
--Serve as a resource for faculty, students, researchers and staff on policy and procedural inquiries related to financial activities.
--Work with the OFT to troubleshoot and follow-up on financial related issues and requests.
--Process invoices and travel reimbursement requests.
--Prepare and process journal entries and non-PO payments.
--Attend all relevant training to remain current with University policies, procedures and financial systems.
Other Admin Responsibilities:
--Capital Equipment Inventory Management which includes ensuring all capital assets in the department are tagged and logged currently in the asset management system, assisting with annual physical audit of equipment, and assisting labs with disposal or sale of capital equipment in collaboration with OFT, resource recovery and EHS.
--Serve as the telephone and resource recovery coordinator for the department
--Provide backup assistance for other support staff in the department
--Other duties and special projects as assigned by the Grants & Finance Manager or Senior Manager of Finance and Administration
Essential Qualifications:
-- Minimum of 3 years related experience
-- Bachelor’s degree or equivalent experience
-- Demonstrate successful organizational and interpersonal skills; including written and verbal communications with colleagues at all levels of the organization
-- Possess a service-oriented and proactive approach with great attention to detail
-- Demonstrated ability to multi-task, prioritize and work independently in a fast-paced environment
-- Demonstrated ability to exercise independent judgement and make decisions based on established policies and procedures
-- Understand accounting policy and spending guidelines; ability to analyze and perform research for troubleshooting
-- Willing to work independently, but also a great team player
-- Proficiency in Microsoft applications (Outlook, Word and Excel), as well as research on the web
Preferred Qualifications:
-- Experience working with faculty and researchers in a higher education environment
-- Familiarity with Princeton systems and purchasing policies a plus
Princeton University is an Equal Opportunity and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law.
The University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's qualifications, work experience, education/training, key skills, market, collective bargaining agreements as applicable, and organizational considerations when extending an offer. The posted salary range represents the University's good faith and reasonable estimate for a full-time position; salaries for part-time positions are pro-rated accordingly.
If the salary range on the posted position shows an hourly rate, this is the baseline; the actual hourly rate may be higher, depending on the position and factors listed above.
The University also offers a comprehensive benefit program to eligible employees. Please see this link for more information.