Operations and Procurement Specialist - Research Support

About the job:

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.

60% Accounts Payable / Purchasing:

• 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.

35% Research Administration and General Administrative Support:

• 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.

5% Promotion and Tenure:

• 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

All required qualifications must be documented on application materials.

Required Qualifications:

• 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.

Preferred Qualifications:

• 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.

The Department of Ophthalmology and Visual Neurosciences and its success is built upon the innovation and drive of every member of our team, from faculty to administrators to technicians. Put simply, all of us are driven to provide the best eye care for our patients, discover new treatments, and educate the next generation of eye care professionals.

For more information, please visit our website at https://med.umn.edu/Ophthalmology.

Pay Range: $24.07 - $35.41 per hour, with most offers expected to fall in the middle of this range depending on education and experience.

Time Appointment: 100% Appointment

Position Type: Labor Represented

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• 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

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).