Purchasing Asst (1 Year Fixed-Term)

at  Stanford University

Stanford University, located between San Francisco and San Jose in the heart of California’s Silicon Valley, is one of the world’s leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to prepare students for leadership in a complex world. The Department of Comparative Medicine is seeking a Purchasing Assistant to manage requisitions for the procurement of research animals, supplies and equipment for department; reconciles invoices and payments; maintains necessary files. This role is responsible for meeting reporting and record requirements placed upon Stanford by federal legislation. Comparative Medicine is a distinct discipline of medicine that uses animal models of human and animal disease in translational and biomedical research. Our mission is to advance human and animal health through outstanding research, veterinary care, and training. This role is essential for efficiently managing property, assets, and supporting operations and procurement in the Veterinary Service Center.

DESIRED QUALIFICATIONS:

College Degree, preferred

EDUCATION & EXPERIENCE (REQUIRED):

High School Diploma plus 2 years relevant experience, or a combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Demonstrated ability to communicate effectively, strong command of the English language, both oral and written.
• Strong interpersonal and telephone communication skills.
• Demonstrated computer proficiency.
• Data entry experience.
• Must be able to understand and apply policies, procedures and protocols of the university.
• Familiarity with purchasing/inventory control procedures and/or Stanford University financial systems highly desirable.
• Ability to work with accuracy and attention to detail in a high pressure environment.

PHYSICAL REQUIREMENTS*:

• Frequently perform desk based computer tasks, use a telephone, sit and use light/fine grasping.
• Occasionally stand, walk and write by hand, lift, carry, push, and pull objects weighing 10 pounds or less.
• Rarely kneel, crawl, climb, twist, bend, stoop, squat, reach or work above shoulders, grasp forcefully and sort, file paperwork or parts, lift, carry, push, and pull objects weighing over 40 pounds.
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• Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

• Procure/acquire research related supplies per customer requisition specifications; generate on-line purchase orders, notify/discuss any discrepancies with requestor.
• Requisition supplies and materials and create blanket requisitions for materials or equipment maintenance, reimburse expenses, and verify department purchase card transactions in an effective and timely manner; exercises signature authority on accounts.
• Process invoices and payments to vendors accurately and in a timely fashion. Use established systems to monitor payment to vendors. Follows-up as necessary with accounts payable and/or vendor.
• Inventories supplies and materials to maintain required inventory level.
• Monitor delivery schedules; make deliveries of supplies and materials or other items to designated areas, off-site locations, or other University departments as needed.
• Strictly observes privacy and security related policies, procedures and practices to preserve the integrity and confidentiality of medical and other sensitive University information, safeguards and does not disclose protected health information.
• Acts as a responsible information steward and treats information as sensitive and confidential in accordance with federal and state laws and with professional ethics, accreditation standards and legal requirements.
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• Other duties may also be assigned