Employment Opportunities

Purchasing Administrative Assistant

Apply now Job No: 500153
Work Type: Staff Full Time (1500 hours or greater)
Location: Dayton, OH
Category: Research Staff
Department: Research Procure & Prop - 250230
Pay Grade: AC2 - Non Exempt
Applications close:

Position Summary: Reporting to the Director of Purchasing and Property Records, the Purchasing Administrative Assistant Provide administrative support for University of Dayton Research Institute’s Purchasing and Property Records Office. This position performs the following duties and responsibilities:
• Provide customer service, troubleshoot and coordinate communication and problem resolution with team members, suppliers, and internal and external customers to resolve purchasing related problems.
• Provide support for Total Supplier Management to include: reviewing and calling all new supplier requests to ensure proper and timely registration through consistent communication and documentation; assisting suppliers with registration process and general inquiries; and updating status using Google spreadsheets for activity tracking.
• Monitor sources of supplier correspondence and communicate to customers regarding questions and/or confirmations from suppliers and file acknowledgements, confirmations and correspondence. Review and update credit documentation and process credit applications.
• Provide admin support to Director of RI Procurement and Property Records Office to include scheduling, preparation and coordination of meetings, training sessions, and task and project management. Document and publish meeting minutes for specified staff and small business meetings.
• Assist customers and buyers by pre-screening all requisitions coming into the Purchasing queue to include: create preliminary checklists for buyers; correct errors; communicate with users regarding missing documentation and request status; identify priority requests and potential problems to buyers; correct or approve all requests with FOAPAL errors; correct and\or process all non-catalog orders for catalog suppliers under $3k.
• Perform other administrative duties such as but not limited to answering phones, processing mail, maintaining office supplies, answering questions related to purchasing and property records, and scheduling meetings and training sessions.
Minimum Qualifications:

• High school diploma (or equivalent) with a minimum of 2 years of experience OR an Associate's degree (or equivalent) and a minimum of 1 year of experience
• Ability to read and speak English
• Good organizational skills
• Strong oral communications skills, including telephone professionalism
• Able to work well with others
• Proficient with Windows based computer system, the Microsoft Office suite, specifically Word, Excel, and Outlook, and able to type accurately on computer keyboard
• Ability to prioritize and manage multiple tasks effectively and solve problems
• Proficiency with office equipment, including multi line phone, fax and copier machines
• Based on the nature of work, must be a U.S. citizen

Preferred Qualifications:

While not everyone may possess all of the preferred qualifications, the ideal candidate will bring many of the following:

• Five years of customer service experience
• Three years of office administration\manager experience
• Three years of purchasing experience
• Experience with Google docs, Microsoft Excel pivot tables, database mining and reporting, Banner ERP, eProcurement software, Deltek Costpoint, and web publishing
• Ability to process information and make decisions independently
• A valid driver’s license and low risk driving record is required to be insurable by the University

Special Instructions to Applicants:

To apply please submit a cover letter addressing each minimum qualification and applicable preferred qualifications that you meet.

A federal court on December 7, 2021, issued a ruling that suspends the COVID-19 vaccine requirement that applies to federal contractors nationwide. With this development, the University will pause any enforcement action against employees who have not complied with the requirement to be fully vaccinated by Dec. 8, 2021 or to have requested an exemption to maintain their employment status.

The University will continue to monitor the state of the pandemic on campus and in the community as well as developments in federal and state requirements, and also will continue to regularly consult with public health officials and our medical panel. As has been the case throughout the pandemic, our protocols and requirements are subject to change depending on conditions on campus or in our community, and government requirements.

Closing Statement:

Informed by its Catholic and Marianist mission, the University is committed to the principles of diversity, equity, and inclusion. Informed by this commitment, we seek to increase diversity, achieve equitable outcomes, and model inclusion across our campus community. As an Affirmative Action and Equal Opportunity Employer, we will not discriminate against minorities, women, protected veterans, individuals with disabilities, or on the basis of race, color, national origin, religion, sex, sexual orientation or gender identity.


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