Operations and Procurement Specialist - Research Support

University of Minnesota•Minneapolis, MN

52d•$24 - $35•Hybrid

About The Position

This position is within the department of Ophthalmology and Visual Neuroscience (OVNS) and is based out of Minneapolis on the East Bank of the University of Minnesota campus. It is eligible for hybrid work from home and/or on campus work dependent upon individual performance and organizational need, though regular on-site work will be expected. Because the University of Minnesota is a land-grant institution that serves the state, residing in Minnesota is typically required.

Requirements

High school diploma/GED and five years of related office and administrative experience. Some training/education beyond high school/GED may be substituted for experience.
Excellent communication and interpersonal skills, both on the phone and in-person, to effectively and appropriately interact with a broad range of leadership, faculty, staff, students, suppliers, and the public at various levels.
Broad based advanced experience with office support and electronic word processing, spreadsheet creation and manipulation, calendar and email programs, and basic accounting principles.
Strong analytical and organizational skills with the ability to manage stakeholder priorities in a deadline-oriented environment.
High attention to detail; follow detailed processes and ensure accuracy in documentation and data; ability to make a conscious effort to understand causes in addition to effects.
Willingness to take initiative; self-starter who is organized and able to work without close supervision.
Ability to lift and carry up to 25 pounds, travel between offices/buildings to carry meeting materials, mail and packages and set up for meetings.

Nice To Haves

At least one year of administrative support experience in a college/university or corporate medical setting.
Proficiency and knowledge of Google G-Suite applications.
Experience handling moves, arranging for long-term storage/retrieval of files, ordering equipment/computers and maintaining equipment records, working with computer services units and vendors on orders, maintenance contracts, troubleshooting problems with equipment or equipment orders/needs.
Knowledge of University of Minnesota business procedures and policies.

Responsibilities

Process invoices accurately and efficiently, ensuring proper funding and approvals as required and in accordance with University of Minnesota (UMN) policies.
Create blanket Purchase Orders (POs), Purchas Orders and Non-PO.
Proactively follow up with vendors / suppliers to ensure accounts remain current and resolve any payment or order discrepancies and issues in a timely manner.
Investigate and resolve vendor /supplier / requestor queries in a timely manner, maintaining positive working relationships with internal and external stakeholders.
Monitor and complete purchase requests from Ophthalmology team members, including research staff and administrative team members.
Serve as the department expert on UMN purchasing methods and requirements.
Organize, track and monitor purchasing activities, including active follow up and communication with internal and external stakeholders.
Proactive communication with requestors and vendors to provide timely status updates on orders, resolve discrepancies, and clearly explain purchasing policy requirements.
Serve as a Purchasing Card (P Card) holder for the department, overseeing assigned transactions and ensuring compliance with all UMN purchasing policies and guidelines.
P Card reconciliation for transitions.
For yourself and on behalf of others in the department.
Facilitate security reviews for software purchases, as required.
Facilitate legal (Office of General Council, OGC) reviews for purchases, as required.
Set up and maintain suppliers in the Enterprise Financial System (EFS).
Understand, and reference, UMN purchasing policies and procedures, ensuring compliance at all times (in coordinator with the OVNS finance team).
Work in Chrome River to submit expense reimbursements for faculty, staff, and students.
Prepare paperwork to order prescription items for labs through Boynton.
As appropriate, work with Research Animal Resources (RAR) Veterinarian and vendors, as appropriate, to pick up animal medications.
Work with labs and vendors when questions and issues arrive.
Prepare packages for shipment and sign for deliveries.
Oversee and coordinate all issues and questions regarding the facility (Lions Research Building), for example air flow, heating and cooling, keys, etc.
Facilitate service for regular maintenance of equipment (i.e., laminar flow hoods) and for any equipment failures.
Act as first point of contact for lab faculty, staff, and students: answer phones, escort visitors into building, answer questions, etc.
Onboard employees and students, orient to faculty, laboratories, and appropriate staff on purchasing guidelines and standard operating procedures.
Logistical support for new hire faculty, including coordination of moving equipment, reagents, animals, and onboarding their personnel.
Coordinate remodeling of lab spaces with the input of the respective laboratory head, including obtaining quotes, scheduling, communicating with internal and external parties, and obtaining approval from the Department Administrator.
Schedule and meeting support, including, but not limited to, room reservation, email reminders, etc.
Work with movers to move obsolete items offsite to Re-Use as well as move items from other departments to our department.
Department Safety Officer (DSO) Administrative Support.
Maintain and update compliance records for departmental safety (e.g., training completion, inspection findings).
Track, monitor, and notify lab personnel of required safety training deadlines (e.g., Chemical Hygiene Plan, Biosafety, Hazard Waste) and coordinate departmental safety training sessions as needed.
Assist the DSO in preparing for all lab inspections and ensuring labs maintain required up-to-date safety documentation (e.g., Chemical Inventory, SDS sheets).
Serve as the Department's Drug Enforcement Administrative (DEA) lead.
Function as an "Authorized Agent" for PIs to manage the strict administrative process surrounding controlled substances.
Manage the procurement process for DEA-scheduled substances, including ordering, initial secure log-in, and transfer to the PI/custodian.
Maintain meticulous record keeping.
Work with OVNS Department Administrator and Office of Faculty Affairs (OFA) to guide faculty through the OFA promotion process. This includes creating and gathering required documents, email communication with internal and external stakeholders and adhering to established timelines

Benefits

Competitive wages, paid holidays, and generous time off
Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
Low-cost medical, dental, pharmacy and disability plans
Healthcare and dependent care flexible spending accounts
University HSA contributions
Employer-paid life insurance
Employee wellbeing program
Excellent retirement plans with employer contribution
Public Service Loan Forgiveness (PSLF) opportunity
Financial counseling services
Employee Assistance Program with eight sessions of counseling at no cost
Employee Transit Pass with free or reduced rates in the Twin Cities metro area