Administrative Assistant 3

Job Department/School Procurement

FT/PT/Temp Full time

Location Garden City, N.Y.

Administrative Assistant 3

Procurement

JOB SUMMARY:

This position is responsible for administrative functions, customer service, iBuy training, and Authorized Signature form maintenance for purchasing. Primary responsibilities include; creating & maintaining lite suppliers in Unimarket & vendor set-up and maintenance in SAAS. Managing & approving Staples, AM Exclusive & Chartwells orders as well as new employee account set up. Training new & existing employees on iBuy Adelphi. Assisting & servicing departments & staff with order entry & receiving processes. Ordering for departmental office supply needs. This position serves as backup for Purchasing Agent for Travel.

Expertise in purchasing systems is required including; SAAS, Unimarket, Google sheets, Google Docs, Microsoft Word, Excel, Smartsheets, Zoom.

SALARY INFORMATION:

In compliance with New York’s Pay Transparency Act, the salary for this union position is $47,237. Pre-employment assessments on Microsoft Word and Excel will be conducted.

Our union positions have excellent benefits, including Tuition Remission for the employee, spouse and dependent children. For a list of benefits provided to employees, please click here (http://hr.adelphi.edu/benefits/faculty/#xd_co_f=MDU1M2U0NjQtNjNhMi00NjI5LWI0ZGEtMGE1ZTg3ZmEzNzVh) .

REPORTS TO:Director of Procurement

RESPONSIBILITIES & DUTIES:

• Reviewing Purchase Order Requisitions on Unimarket for complete documentation & correct information.

• Opening daily mail and distributing to department staff.

• Training University staff & faculty on iBuy/Unimarket processes & procedures.

• Keeping accurate & up to date information on the FARG & Procurement Process Document.

• Interacting with Accounts Payable, Contracts, and Budget with regard to invoices, payments and purchasing process/procedures.

• Liaison for office supply, printer toner & Chartwells dining.

• Review and approve on-line orders.

• Process daily Chartwells invoice submissions.

• Creating lite suppliers in Unimarket & vendor maintenance in SAAS.

• Processing Authorized Signature forms changes & approval chain creation upon request.

• Managing & maintaining the Approval Chain management system in Smartsheets.

• Generating new employee office supply, toner & dining accounts.

• Providing daily customer support to faculty & staff for any purchasing related inquiries.

• Perform other job-related duties as assigned.

  REQUIREMENTS: (Knowledge, Skills and Abilities)

• Excellent customer service, interpersonal and organizational skills are required.

• Knowledge of Gmail, Gchat, Google docs, Smartsheets, Excel & Zoom are a must.

• Excellent ability to handle multiple tasks effectively and accurately.

• Excellent ability to prioritize workload according to volume, urgency, etc.

• Excellent ability to be discrete and maintain high confidentiality on a wide range of issues.

• Excellent verbal and writing skills.

• Must be able to work independently & have strong decision making skills.

• Must be able to meet strict deadlines.

  EDUCATIONAL/EXPERIENCE REQUIREMENTS:

• High School degree or equivalent and two years of post-secondary schooling is required.

• Two years of experience in a financial setting and customer service is required.

• Higher Education procurement experience is preferred.

  POSITION(S) SUPERVISED:

• Student Employees.

  HOURS:

  Monday – Friday, 8:30am – 4:30pm.

  ABOUT ADELPHI:

  Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students’ lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi is one of just four companies and the only university on Long Island to be named among America's Best Employers by State for 2023 by Forbes. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island’s oldest private coeducational university, serving more than 7,400 students at its beautiful main campus in Garden City, at learning hubs in Brooklyn, the Hudson Valley and Suffolk County, and online. The University offers students 70 undergraduate programs, 93 master’s degree and doctoral programs, and 64 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 44 states and 76 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.

• Adelphi University is an equal opportunity/affirmative action employer, committed to building a diverse and inclusive workforce. We welcome applications from all candidates, including people of color and those who are, or identify as, members of any marginalized, underserved or underrepresented group. Adelphi is an emerging Hispanic serving institution so bilingual candidates are encouraged to apply. Here is our University statement on diversity: https://www.adelphi.edu/diversity-equity-inclusion/about/.