Office Assistant III

Back to search results Apply now Job no:936257
Work type:Support Staff
Pay Grade: 09
Major Administrative Unit / College: College Of Engineering
Department: Electrical And Computer Engineering 10016250
Sub Area: CT- Clerical Tech.
Salary: Salary Commensurate with Experience
Location:East Lansing
Categories:Office/Clerical Support, Clerical Technical- CT, Full Time (90-100%), Union

The Department of Electrical and Computer Engineering within the College of Engineering is seeking a proactive, detail-oriented, and highly organized individual to oversee procurement operations and travel for department faculty, staff, guests, and students. This role entails sourcing top-quality, cost-effective supplies, and equipment for faculty, staff, and students while adhering to procurement guidelines established by both the University and the department. The ideal candidate should thrive in a fast-paced, deadline-driven environment with tight turnaround times. Duties include maintaining inventory records, coordinating order placement, and fulfilling additional administrative tasks as assigned.

Duties and Responsibilities

Procure goods and services using various methods such as Spartan Marketplace, purchasing cards, and purchase orders, ensuring precision in quantity, pricing, and delivery timelines.

• Monitor order progress to mitigate disruptions to research and departmental functions.
• Maintains standards of the University's purchasing procedures and policies.
• Advises department faculty, staff, and students on products, purchasing options, and purchasing policy.
• Manage and update procurement records and data within the department's purchasing and tracking system.
• Manage the reconciliation of electronic documents (eDocs) within the Kuali Financial System (KFS), ensuring accuracy and consistency in financial records and transactions.
• Aid in competitive solicitation processes, including requests for information, sole source justification, and single source justification.
• Cultivate partnerships with appropriate vendors for parts, components, and systems, while maintaining adherence to budgetary limitations.
• Handle export control and compliance matters on international orders.
• Identify, investigate, and proactively resolve purchasing-related issues, seeking avenues for process enhancement.
• Oversee all travel arrangements for department faculty, staff, students, and guests, including booking transportation and accommodations, as well as managing reimbursements for any out-of-pocket expenses incurred.
• Oversee departmental key distribution and space allocation requests.
• Act as the primary liaison for Infrastructure Planning and Facilities (IPF) inquiries.
• Oversee the processing of departmental reimbursements.
• Manage incoming and outgoing mail and packages.
• Perform additional duties as assigned.Top of Form

Knowledge normally acquired through a high school education; three to five years of related and progressively more responsible or expansive work experience in word processing, spreadsheet, database and/or desktop publishing software; presentation and webpage software; typing and filing; maintaining accounting ledgers; may require knowledge of technical or medical terminology and/or technical knowledge or training related to the field of employment; or an equivalent combination of education and experience.

• Thorough understanding of MSU's procurement protocols, policies, and software systems.
• Experience with MSU’s travel system.
• At least three years of hands-on experience in procurement, logistics, or a related field.
• Proficiency in identifying and resolving complex problems.
• Exceptional verbal and written communication abilities.
• Strong multitasking skills with a focus on prioritization and effective time management.
• Meticulous attention to detail to ensure precision in tasks.
• Demonstrated professionalism and approachability in serving as a departmental liaison.
• Adherence to strict confidentiality standards and discretion in handling sensitive information.
• Proven ability to foster collaborative and productive relationships with faculty, students, and staff at all levels.
• Goal-oriented, highly organized, and dedicated to contributing as a team member.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

STANDARD 8-5

Advertised:Mar 20, 2024 Eastern Daylight Time
Applications close:Apr 2, 2024 Eastern Daylight Time