DMAHS Materials Management Coordinator INTERNAL ONLY, Rowan-Virtua SOM (Stratford, NJ)

Rowan University • Stratford, NJ

2d • Onsite

About The Position

Rowan-Virtua School of Osteopathic Medicine is seeking a DMAHS Materials Management Coordinator to support material management efforts under the New Jersey Department of Human Services, Division of Medical Assistance and Health Services Memorandum of Agreement. The coordinator processes purchasing requests for services and supplies; manages purchase orders, invoices, Requests for Proposals, and related reports; serves as a primary contact for Rowan Purchasing and Accounts Payable; maintains files for departmental audits; and supports timesheet and daily project log activity. The role provides timely, accurate information to stakeholders and maintains strict confidentiality of sensitive information.

The position also supports sponsored-program and grant administration, including proposal submission, expenditure reporting, financial tracking, budget projections, invoice review, and compliance with applicable sponsor, federal, state, and university requirements. The coordinator works with requestors, vendors, the Office of Sponsored Projects, Principal Investigators, and other stakeholders, and provides administrative support as needed. This is an internal-only position located in Stratford, New Jersey.

Requirements

• Bachelor’s degree and two years of related experience involving sponsored programs or administration; experience in an academic environment is preferred.
• Knowledge of accounting principles, practices, and financial analysis.
• Demonstrated computer competence, experience with purchasing systems, and advanced spreadsheet software skills.
• Ability to follow federal and state agency regulations, policies, procedures, and laws applicable to sponsored-program activity.
• Excellent oral and written communication skills.
• Ability to prioritize, exercise sound judgment and discretion, meet deadlines, and work under pressure in a fast-paced environment with multiple stakeholders.
• Must be legally authorized to work in the United States; the university will not sponsor a work visa for this position.
• Only completed online internal applications submitted by the deadline will be considered.

Nice To Haves

• Experience in an academic environment.

Responsibilities

• Manage submission of purchase requisitions, statements of work, contracts, IT requirements, invoices, travel, petty cash, RFPs, and check requests; assign appropriate FOPAL and account numbers; and prepare expense summaries.
• Work with the Office of Sponsored Projects to ensure timely and accurate expenditure reports and invoices, and validate their accuracy.
• Submit new and annual grant proposals into the OSP tracking system (Cayuse), coordinating documents and budget information.
• Work with requestors and vendors on outstanding expenses and requests, and prepare online expenditure requests for supervisor approval.
• Reconcile discrepancies and track outstanding items; reconcile invoices and timesheets; and receive supplies and services in Rowan’s online purchasing system.
• Submit purchase order requests and support RFP activity.
• Assist with reviewing and recommending grant expenditures in accordance with sponsor, federal, state, and university guidelines and regulations.
• Maintain and track financial summaries and files for assigned grants.
• Assist with projecting fund availability for Principal Investigators and advise them of favorable or unfavorable variances.
• Double-check budgets, budget projections, expense reporting, invoicing, and related financial reporting.
• Assist with reviewing and receiving subcontract invoices for accuracy and compliance with contract guidelines.
• Prepare special reports as required by Principal Investigators or their designees.
• Follow Rowan University SOM compliance standards, including its Corporate Compliance Policy, Code of Conduct, and Conflict of Interest Policy.
• Back up administrative processes and tracking for Web Time Entry, time-off requests, and expense requests.
• Provide other administrative support as needed.
• Maintain strict confidentiality of sensitive stakeholder, staff, consultant, and vendor information.

Benefits

• Comprehensive New Jersey State health, dental, and retirement benefits for eligible employees.
• Extensive accrued time off and paid holidays for eligible employees.
• Tuition reimbursement for the employee, spouse, and dependents to attend Rowan University; reimbursement for spouses and dependents applies to undergraduate degrees only.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level