Assistant, Department Business
Assistant, Department Business
Posted on :
23-07-2025
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1 Vacancy
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Job Description
Job Description Summary
Reporting to the Assistant Director of Department Business the Department Business Assistant will assist with coordination of departmental needs to include but not limited to: Data input and retrieval of data in People Soft (campus accounting software). Assistant will also be responsible for payments from and tracking of balances of open Purchase Orders for the department and payments to vendors with special processes. Perform tasks associated with the operations of Facilities Management. Assist with special projects as needed. Backup to FM Depot Operations/ Assist with Inventory. the coordination of departmental needs including but not limited to: Data input and retrieval of data in PeopleSoft
Responsibilities
Coordinate Facilities Management Department Business Operations Reconcile PO in PeopleSoft system Receive and approve payment of invoices for building services contracts & utilities. Includes input for monthly accrual calculations. Maintain outside vendor master agreements and contracts and assist project managers with the same. Reconcile and audit outstanding invoices/payments with vendors. Maintain Parts Inventory and the warehouse of the Facilities Management Depot Receive stock and verify to order maintain back-order status. Assist trades and additional staff with parts search. Perform cycle counts and annual parts inventory. PeopleSoft Data Entry Process and enter department Purchase Order requests. Process the month-end invoice review. Accounting Assist with documentation for month-end accruals/transactions. Reconcile departmental spreadsheets to PeopleSoft G/L report discrepancies to the Assistant Director.
Required Qualifications
Bachelors degree or equivalent education or equivalent working experience related to the duties and responsibilities specified. At least two to three years working experience providing administrative support in an office. Ability to coordinate multiple projects the ability to respond to shifting responsibilities and the ability to complete assigned tasks in a timely manner. Strong customer service and interpersonal skills including the ability to work with a diverse group of people from within the department within and outside the University community. Accounting skills to reconcile accounts from the University enterprise system and department documentation. Strong computer skills preferably in Microsoft Office Suite applications. Technical skills to learn and use the enterprise system (University Accounting Software). Strong analytical skills to gather and analyze data and generate relevant reports. Problem-solving skills including the ability to formulate and communicate logical conclusions and strong recommendations. Excellent time management skills to process time-sensitive materials. Ability to learn and interpret university and department policies and procedures.
Reporting to the Assistant Director of Department Business the Department Business Assistant will assist with coordination of departmental needs to include but not limited to: Data input and retrieval of data in People Soft (campus accounting software). Assistant will also be responsible for payments from and tracking of balances of open Purchase Orders for the department and payments to vendors with special processes. Perform tasks associated with the operations of Facilities Management. Assist with special projects as needed. Backup to FM Depot Operations/ Assist with Inventory. the coordination of departmental needs including but not limited to: Data input and retrieval of data in PeopleSoft
Responsibilities
Coordinate Facilities Management Department Business Operations Reconcile PO in PeopleSoft system Receive and approve payment of invoices for building services contracts & utilities. Includes input for monthly accrual calculations. Maintain outside vendor master agreements and contracts and assist project managers with the same. Reconcile and audit outstanding invoices/payments with vendors. Maintain Parts Inventory and the warehouse of the Facilities Management Depot Receive stock and verify to order maintain back-order status. Assist trades and additional staff with parts search. Perform cycle counts and annual parts inventory. PeopleSoft Data Entry Process and enter department Purchase Order requests. Process the month-end invoice review. Accounting Assist with documentation for month-end accruals/transactions. Reconcile departmental spreadsheets to PeopleSoft G/L report discrepancies to the Assistant Director.
Required Qualifications
Bachelors degree or equivalent education or equivalent working experience related to the duties and responsibilities specified. At least two to three years working experience providing administrative support in an office. Ability to coordinate multiple projects the ability to respond to shifting responsibilities and the ability to complete assigned tasks in a timely manner. Strong customer service and interpersonal skills including the ability to work with a diverse group of people from within the department within and outside the University community. Accounting skills to reconcile accounts from the University enterprise system and department documentation. Strong computer skills preferably in Microsoft Office Suite applications. Technical skills to learn and use the enterprise system (University Accounting Software). Strong analytical skills to gather and analyze data and generate relevant reports. Problem-solving skills including the ability to formulate and communicate logical conclusions and strong recommendations. Excellent time management skills to process time-sensitive materials. Ability to learn and interpret university and department policies and procedures.
Employment Type
Full Time
Key Skills
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