Job Title
This position will be primarily responsible for administrative functions for both the System-wide Procurement and Contracting office as well as Business Operations.
University-wide Procurement and Contracting duties and responsibilities :
- Maintain office calendar for Associate Vice Chancellor
- Responsible for maintaining standardized management reports for all open procurements
- Maintain Project Sunlight database
- Assist with Research Foundation payment requests and inquiries
- Organize logistics and campus outreach for training sessions
- Assist with vendor outreach and compliance submissions
- Facilitate travel arrangements and compilation of expense reports
- Support System-wide Procurement staff with eProcurement departmental Intake Forms
- Maintain office budget in consultation with Associate Vice Chancellor
Business Office duties and responsibilities :
Permits - gather proper documentation for use of space permits and distribute once completed and approvedP-Card - Hold the office P-card along with processing orders within Jaggaer and reconciling P-Card statementsNet Card - Process travel requests in situations where the department has not yet received their cardSub W-9's - Complete forms and monitor status until complete in SFS for new vendors so payments can be processedMail - Collect and disburse mail to appropriate areasCheck log - Complete log for any / all checks received in the mail disbursing to the appropriate parties (mail to campuses for A-route checks as needed or to the safe for Business Office checks)Fed Ex Account holder - Manage Fed Ex Account on behalf of the Business OfficeATTAIN / OCFS letters - Process quarterly / bi-annual letters for signature and distributionChart of Accounts - Maintain a list of active accounts with approvers and signatoriesSupplies :
Process purchases through Jaggaer for the building as neededInventory - Monitor inventory levels for building office supplies ordering as needed and disbursing items to employees when requestedRecords Retention - Maintain binder of all Business Office transfer lists for records that go to the warehouseU-wide Program Description updates - reach out to programs each year to get an updated description of the program. The final document gets sent to campusesOther Accounts Receivable duties as assignedMinimum Qualifications :
Associates DegreeSpecialized knowledge in MS Excel, Word, and PowerPointProficient in creating charts, graphs, and other visual aidsAdditional Information :
Must be currently authorized to work in the United States on a full-time basis.VISA sponsorship is NOT available for this position.Salary is dependent on a variety of factors, including but not limited to, experience, education, training, and certifications. The range for this position is $54,000-$60,000 annually.State Title : Staff Assistant (SL-2) and is part of the United University Professions Union.This position will be based in Albany, NY.Excellent Benefit Package which includes : NYS health insurance, free dental and vision coverage, competitive retirement options, tuition assistance, parental leave at full pay, and generous vacation, sick, and holiday time. Generous amount of time off : 13 days of paid holidays per year; 15 days of vacation and 15 days of sick time accrued for the first year of employment. Then increases thereafter. Please see our UUP benefits summary for additional information.
