Purchasing Office Associate (Admin Assistant III)
- Employer
- University of Wisconsin La Crosse
- Location
- Wisconsin, United States
- Salary
- Salary Not Specified
- Date posted
- Aug 20, 2021
View more
- Position Type
- Faculty Positions, Professional Fields, Other Professional Fields, Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs, Financial Affairs, Auxiliary Services, Grants & Contracts
- Employment Level
- Administrative
- Employment Type
- Full Time
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Posting Details
Recruitment Number
1092
Working Title
Purchasing Office Associate (Admin Assistant III)
Position Type
Staff/Administrative
Appointment Percentage
100
Division/College
Administration and Finance Division
Position Summary
Under the general supervision of the Purchasing Director, this position will provide administrative support to Purchasing and Contract Services. The primary duties include supporting the contract administration function, purchasing card (PCard) administration and supplier triage and set-up.
Description of College / Department / Program / Division / Unit
The Division of Administration and Finance is committed to providing quality campus services to faculty, staff, students and external constituencies in support of the university’s mission of teaching, research, and public service. The division includes Business Services, Budget Office, Facilities Planning & Management, Human Resources, Information Technology Services, and University Police & Parking Services.
Required Qualifications
- High School diploma or equivalent.
- Demonstrated ability to communicate clearly, respectfully, and effectively in face-to-face, oral, written, and electronic forms.
- Demonstrated experience in the use of software including Microsoft Office, email, and electronic calendars.
- Ability to work in a dynamic and team centric environment.
- Strong organizational and time management skills.
- Strong attention to detail.
- Ability to work independently, as well as function effectively in a team and with diverse groups.
- Ability to exercise independent judgment in complex and new situations.
- Ability to use discretion and good judgment regarding confidential information.
- Ability to multi-task and manage multiple concurrent projects while meeting strict deadlines.
- Knowledge of modern office practices, including use of office equipment.
Preferred Qualifications
- Three years of office or administrative work experience.
- Work experience providing excellent customer service.
- Work experience in a higher education setting.
- Knowledge or experience with Perceptive Content, Qualtrics, Visio, and SharePoint.
Physical Demands
Ability to sit for extended periods of time.
Working conditions and environment
Normal working hours are 7:45 a.m.–4:30 p.m., Monday through Friday.
Miscellaneous Information
Your benefits add an additional 40%+ to the overall financial package from the university.
Highlights include:
• paid vacation for 12-month positions.
• excellent flexible health insurance with low co-pays and good coverage.
• paid holidays and sick days.
• after 5 years of employment, you become vested in our retirement system which ensures income post-career.
• benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.
Learn more at: https://www.wisconsin.edu/ohrwd/benefits/download/univstaff21.pdf
Benefit eligibility is determined at point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.
The University of Wisconsin System and the University of Wisconsin–Madison are engaged in a redesign of job title and compensation structures. The Title and Total Compensation Project will result in relevant and market-informed titles to help us keep and grow our outstanding workforce. If you are the successful candidate, your title is subject to change in November 2021. For more information, visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/
Duties/Responsibilities
These are the job duties required for the position.
Responsibility Statement
Contracts Administration Support
Duties to Support Responsibility
- Create and maintain file(s) for new and existing contracts.
- Log contracts and track contract workflow.
- Route contract file(s) to reviewer(s), including internal and external stakeholders, for their review, approval and/or signature.
- Communicate with reviewer(s), including internal and external stakeholders, regarding the status of contract review, approval and/or signature.
- Assist with requests for information related to new and existing contracts.
- Upload completed contracts to the repository (i.e. ShopUW+, ImageNow/Perceptive Content).
- Assist the ShopUW+ project team with the Contract module implementation.
Percentage Of Time
45
Essential
Yes
Responsibility Statement
Purchasing Card (PCard) Maintenance
Duties to Support Responsibility
- Process applications for new Purchasing Cards:
- Acquire Purchasing Director approval
- Schedule PCard training
- Enter request for new PCards in banking system (i.e., US Bank Access Online)
- Create and maintain audit records (open, close, update)
- Communicate with cardholders regarding audits
- Assist auditors, as needed, in performing PCard audits
Percentage Of Time
30
Essential
Yes
Responsibility Statement
Supplier Triage & Set up
Duties to Support Responsibility
- Gather information and requirements to set up new suppliers and update existing suppliers.
- Enter and upload information into SFS for review and approval by UW-System.
- Communicate with internal stakeholders regarding the status and approval of suppliers.
- Act as a liaison with UW-System for requests and inquires related to suppliers.
- Assist with requests for information related to new and existing suppliers.
Percentage Of Time
20
Essential
Yes
Responsibility Statement
Other Items
Duties to Support Responsibility
- Update website for the Purchasing unit and serves as backup for Business Services website updates.
- Provide feedback and assist with the review and implementation of process improvements.
- Other duties as assigned by supervisor.
Percentage Of Time
5
Essential
Yes
Posting Detail Information
Special Instructions
Posting Date
08/20/2021
Close Date
Continuous Recruitment
Yes
Continuous Recruitment First Review Date
09/03/2021
Position Contact Name
Michael Gasper
Position Contact Email
hrinfo@uwlax.edu
Required Documents
Required Documents
- Resume/Curriculum Vitae
- Cover Letter/Letter of Application
- Reference Contact Information
Required fields are indicated with an asterisk (*).
- The University of Wisconsin System will not reveal the
identities of applicants who request confidentiality in writing,
except that the identities of finalists must be revealed upon
request. See Wis. Stat. §. 19.36(7).
- I wish for my name to remain confidential until the university is no longer able to do so.
- I waive my right to keep my name confidential through the application process.
- Are you currently under investigation or have ever left
employment during an active investigation in which you were accused
of sexual violence or sexual harassment? (Required under UW System
Administrative Policy 1275)
- Yes
- No
- Were you ever found to have engaged in any sexual violence or
sexual harassment in a previous work assignment? (Required under UW
System Administrative Policy 1275)
- Yes
- No
- Are you an alum of the University of Wisconsin-La Crosse?
- Yes
- No
- How did you hear about this employment opportunity?
- Chronicle of Higher Education Web Site
- Discipline-Specific Publication/Web Site
- HERC Web Site
- HigherEdJobs.com Web Site
- Job Center of Wisconsin Web Site
- Minority Publication/Web Site
- University of Wisconsin - La Crosse Social Media (i.e. Facebook, LinkedIn, Twitter)
- University of Wisconsin - La Crosse Web Site
- La Crosse Tribune
- Personal Referral
- After you retire from a Wisconsin Retirement System (WRS)
employer, you may return to work with a WRS employer as a rehired
annuitant, provided certain requirements are met. There are no
restrictions on what type of position a rehired annuitant can hold.
Under the WRS, there is no limit to how much you may earn as a
rehired annuitant. (Learn more:
https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ra/).
Are you currently collecting an annuity from the Wisconsin
Retirement System, (WRS)?
- Yes
- No
- Are you currently employed by or have you been employed by a UW
System institution or a State of Wisconsin agency during the last
seven (7) years? Please answer yes or no. If yes, provide the
institution or agency name, your supervisor and contact
information, including phone number and email address.
- Yes
- No
- Please provide your most recent employer, supervisor name and
contact information, including phone number and email address.
(Pursuant to UW System Administrative Policy 1275, UW System
requires reference checks related to sexual harassment and sexual
violence to be conducted at a minimum with a final candidate’s most
recent employer and with all previous UW System institution and
State of Wisconsin agency employers from the past seven years. UW-L
will notify you prior to contacting your supervisor).
(Open Ended Question)
- Will you now or in the future require visa sponsorship for
employment at the University of Wisconsin-La Crosse? (UW-L and UW
System institutions pay for some or all of the sponsorship costs.
Some candidates may require an H1B or another form of employment
sponsorship to work in the US. This question is asked so that if
you are the successful candidate, Human Resources can work with
your work unit to begin the process of obtaining this visa).
- Yes, I will require sponsorship prior to employment.
- Yes, I will require sponsorship for continued employment if hired.
- No, I do not require sponsorship and am eligible to work in the US.
- Are you legally eligible to work in the United States?
- Yes
- No
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