Purchasing Office Assistant - Facilities

Purchasing Office Assistant - Facilities

Job No: 497202
Position Type: full-time
Location: Lewisburg, PA
Categories: Facilities, Other, Clerical / Support

This employee will have responsibility for the procurement for goods and services, to support construction projects, custodial and office supplies, vehicles, tools, capital equipment and residential items, within the Facilities Department. This role will use standard procedures to purchase and will respond to inquiries regarding purchases and purchasing procedures. This position is one of several assigned to the Facilities Department front office and works collaboratively to support administrative functions in the Facilities Department.

The Purchasing Office Assistant routinely interacts and communicates with Facilities Project Managers, Directors, Supervisors and other Facilities staff, as well as the campus community and outside vendors and contractors. Due to the nature of the work involved, the position requires an individual who is detail oriented, a self-starter, multitasker, a team player with a positive demeanor, capable of independently resolving problems and providing outstanding customer service. This position demands upholding strict confidentiality, excellent communication skills and requires firmness when requiring compliance with University and Department policies and procedures. This position reports directly to the Director of Business Operations, Facilities.

Job Duties:
Purchasing:

• Think critically and work collaboratively to evaluate and improve business processes, and troubleshoot issues.
  
• Serves as the department representative on the University's buyers' group and PO close teams
  
• Works with University leadership for the coordination of supply delivery including items for large scale events
  
• Serves as the primary point of contact for purchasing; including maintaining documentation and records to ensure compliance with established policies and guidelines and associated reporting (for, but not limited to, paid invoices, records of sales and use tax, vehicle expense records, records of utilities (electric, sewer, oil, natural gas, gasoline, diesel fuel, and water), source suppliers, vehicle records and inspection process, and end of year processes).
  
• Maintains records and processes billing for materials purchased by sororities, fraternities, and other campus groups.
  
  Office:
  
• Perform general administrative and office duties to support departmental operations, staffing and activities, including but not limited to organizing department events, newsletter and other communication tools, registration for conferences, training and associations, TMA work orders, etc.
  
• Adheres to OSHA standards, employs safe practices, and follows safety policies/procedures including the use of PPE. Notifies supervisors of potential hazards.
  
• Supports and promotes the University's sustainability efforts.
  
• Performs other duties as required
  
  
  Minimum Qualifications:
  ● High school diploma or equivalent
  ● Three years of administrative/office experience, with experience purchasing business related items.
  ● Proficiency with Word, Excel, PowerPoint, Google Workspace, email, and other similar software programs.
  ● Strong customer service focus and time management and organizational skills.
  ● Demonstrated attention to detail and ability to enter large volumes of alpha/numeric data into a computerized system.
  ● Demonstrated ability to work with numerous interruptions, meet deadlines, and work well under pressure.
  ● Strong interpersonal skills, exhibited by the ability to exercise diplomacy, tact, discretion, and strict confidentiality with all persons both within and outside the department.
  ● Ability to understand and communicate oral and written instructions and procedures effectively.
  ● Demonstrated ability to work independently and as a team member; take initiative, use good judgment, and communicate effectively.
  ● Demonstrated commitment to diversity and inclusiveness.
  
  Other Requirements:
  ●This position is classified as part of essential services. Individuals may be required to report to work even if campus has a delayed opening, early closing, or is closed, unless instructed otherwise by facilities supervisor; or when the individual has concerns related to their personal safety.
  ●A post-offer criminal background.
  ●Ability to work occasional overtime as required
  
  
  Preferred Qualifications:
  ●Associates Degree or Bachelor's Degree in a business-related field.
  ●Supply management or procurement training
  ●Experience with purchasing construction, trades supplies, custodial, equipment or vehicles
  ●Experience with integrated databases such as: Workday (financial management) and TMA (work order management), StarRez (database management)
  ●Higher Education Experience
  
  Work Type:
  This is a full time, year round, non-exempt, benefits eligible position.
  
  This role is not budgeted for visa sponsorship at this time, all candidates must be authorized to work in the US at the time of submission of the application.
  
  Salary Range:
  This is a Staff Non-exempt position with a hiring range of $17.03 - $21.29. The offer rate will be based on a review of the candidate's credentials compared to the qualifications of the position, internal equity, and our overall compensation philosophy.
  
  Benefits:
  
  Eligible full- and part-time employees are compensated beyond base salary through our total rewards package that includes (but is not limited to) -
  
  - flexible scheduling options determined by role;
  
  - medical, prescription drug, vision, dental, life, and long-term disability insurance options
  
  - an outstanding 10% employer contribution to your retirement plan (no contribution requirement for non-exempt positions)
  
  - generous paid time off, including vacation and sick time, a community service day, and 19 paid holidays (including two full weeks off for Winter Break!)
  
  - tuition remission, exchange and grants for the employee, spouse/spousal equivalent, and children (with credit for full-time, benefits eligible employment at other institutions of higher education)
  
  - a comprehensive employee wellness program including program incentives
  
  - a myriad of other benefits, including parental leave, an employee assistance program, fitness center membership, and the power of your Bucknell ID card
  
  To learn more about Bucknell's benefits, click here! (*Eligibility criteria and waiting periods may apply.)
  
  Diversity, Equity & Inclusion:
  Bucknell is committed to fostering an environment that embraces diversity, equity and inclusion, and seeks candidates who will contribute to a climate that supports the growth and development of a diverse campus community. We endeavor to enhance our capacity to value and capitalize on the cultural richness that diversity brings. We encourage all individuals to apply and do not discriminate in admissions, employment, educational programs and/or activities on the basis of race, color, national or ethnic origin, age, religion, disability, pregnancy, sex/gender, gender identity and/or expression, sexual orientation, marital or family status, military or veteran status, or genetic information.
  
  
  To apply, visit https://careers.bucknell.edu/en-us/job/497202/purchasing-office-assistant-facilities
  
  
  
  
  
  
  
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