Department:

SOM KC Central Admin for Anatomy, Physiology, and Pharmacology

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Administrative Support Admin

Position Title:

Purchasing Assistant - Central Administrative Support (CAS)

Job Family Group:

Professional Staff

Job Description Summary:

The Central Administrative Support (CAS) department supports School of Medicine and their associated cores of Nanosight, Roby Mouse Colony, Cell Isolation, and Analytical within the Pharmacology, Toxicology, and Therapeutics and Cell Biology and Physiology, Physical Medicine and Rehabilitation departments. This position will serve as the Purchasing Assistant for all purchases within the CAS. They will be responsible for ensuring adequate budgets exist, the purchase is appropriate for the source of funds, entering the purchase in the KUMC and departmental systems, and placing the order with the vendor. They will be the primary contact with the vendor. They will also approve all invoices for payment with the State and Research Institute. This position has direct interaction with faculty, staff, and external entities and must possess excellent communication skills. This position is an administrative position (data entry) which requires knowledge of database, Workday, and fund accounting. This position is full-time, on campus.

Job Description:

Job Duties Outlined:

Purchasing

• Utilizes the BPC (Business Procurement Card) as the primary means to purchase supplies, chemicals, and equipment for approximately 45 faculty members and their labs.
• Managers all orders, deliveries, and payments to vendors.
• Audits expenses and works directly with faculty and research staff to ensure expenses meet guidelines and are posted correctly to grants.
• Coordinates and processes all purchases.
• Determines the availability of budget and appropriateness of all purchases.
• Determines approvals for special purchases (software, equipment, foreign vendors, etc.)
• Manages vendor contracts and accounts in the departmental databases.
• Coordinate with vendors as needed to establish them within the university Workday system and request W-9 forms as needed.
• Negotiate vendor pricing and confirm we are receiving university contract pricing if a contract exists.
• Ensure all vendors have the most current tax-exempt certificate.
• Manage a list of all sales representatives for the university to assist labs in obtaining quotes.
• Act as a liaison between lab and vendor to clarify any pricing discrepancies.
• Determines whether to utilize a Purchase Order or BPC.  Must be fully familiar with both processes within Workday and departmental databases.
• Track all purchases using the departmental databases, thoroughly recording all relevant order information to correctly encumber funds.
• Manage and organize associated documentation for each purchase until the order is closed.
• Coordinates return of items for repair or replacement ensuring documentation is appropriately completed and recorded.
• Departmental liaison with Federal Express for all lab shipments; responsible to keep their shipping supplies available for weekly use.
• Departmental buyer for all state contract computer purchases.
• Manages departmental Purchasing policies and procedures based on regulations of the State of Kansas, KUMC Research Institute, and KU Endowment.

Travel

• Manages Faculty, Staff, and Student travel documentation.

• Process travel reimbursements for faculty, staff, students, and fellows.

• Enters Spend Authorizations in Workday prior to travel.

• Processes Expense Reports efficiently, obtaining all necessary documentation to ensure all are reimbursed in a timely manner.

• Manages departmental travel policies and procedures based on regulations of the State of Kansas, KUMC Research Institute, and KU Endowment.

Internal Service Deliveries

• Reviews all Internal Service Deliveries (ISDs) for accuracy.

• Enters ISDs into departmental databases.

• After review, assigns ISDs to appropriate approvers.

• Checks accuracy of all Laboratory Animal Resource (LAR) ISDs and updates departmental projections accordingly.

Miscellaneous

• Attend training/ classes as necessary.

• Sort and deliver mail.

• Assist with department events as needed.

• Other duties as assigned by CAS Manager and/or Directors.

Required Qualifications

​Education: Bachelor's degree in accounting, business administration or related field.  Relevant work experience can be submitted on a year per year basis.

Work Experience: 

• Two years of experience in a business-related field.

• Experience using the Microsoft Office Suite.

• Experience using databases.

• Customer service experience.

• Prior work experience working with confidential information.  

Preferred Qualifications

Work Experience:

• Three (3) years of experience in an academic institution setting.

• Experience working in purchasing.

• Familiarity with accounting practices in an academic institution, including state, private and federal grant funding and endowments.

Skills:

• Problem solving skills.

• Analytical skills.

• Interpersonal communication skills.

• Organizational/time management skills. 

• Familiarity with customer service methods and process improvement. Experience using Workday.

Required Documents:

• Resume/CV

• Cover Letter

• References

Comprehensive Benefits Package:

Employee Type:

Regular

Time Type:

Full time

Rate Type:

Salary

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above. 

Pay Range:

Minimum

Midpoint

Maximum