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Job Summary The Purchasing Office Coordinator (POC) supports all aspects of procurement for the Division of Chemistry and Chemical Engineering. Procurement functions include travel, P-card, online purchasing, and payment requests. The POC will act as the custodian for equipment purchases and returns, and will be trained as an SOS buyer. This position will support procurement at the Institute, Division, and group level. As such, the candidate must be comfortable interacting with students, researchers, staff, management, and faculty.
- Coordinates Division online procurement through the TechMart system. Approves purchases, manages division approvers, and establishes approval levels. Provides technical support and advice to Division staff and researchers on the TechMart purchasing system. Processes new access requests and assists with the processing of complex orders. - Coordinates Division P-Card activity through the CardQuest system. Provides technical support and advice to Division staff and researchers. Processes new access requests and increases to credit limits. - Coordinates the process for the submission of Payment Request. Troubleshoots issues such as expenditure type and category choice, appropriate use of payment requests, and the determination of appropriate business expenses. - As an SOS buyer, provides support to researchers placing complicated, large equipment, or online auction purchases. - Acts as custodian for equipment purchases and returns. Enters orders related to California Partial Tax Exemption. Assists faculty in identifying purchases that qualify for special programs and tax exemptions. - Provides support to the Grant Managers by researching and releasing commitments, and by facilitating appropriate documentation of equipment returns. - Assists researchers with procurement of items that are regulated by the state and federal government, including controlled substances, chemical precursors, and radioactive materials. Complies with state and federal regulation, as well as Institute procedures. - Processes petty cash reimbursements, and will reconcile petty cash for replenishment.
Basic Qualifications - 3 or more years of experience in an administrative setting. - Working knowledge of the procurement cycle. - Understanding of general accounting principles. - Proficient with Microsoft Word, PowerPoint and Excel, Internet, email. - Ability to use various web browsers and web-based applications. - Excellent communication and organizational skills with ability to multi-task. - Excellent organizational skills and strong attention to detail. - Someone who is a self-starter, self-motivated, always seeking the next thing to do, and can proactively work with minimal direction to accomplish goals. - Willingness to work closely with others to maintain steady workflow; ability to be flexible to accommodate varying workloads; capacity to work under the pressure of deadlines.
Preferred Qualifications - Knowledge of Caltech procurement systems and processes. - Experience supporting grants supported activities. - Prior experience in purchasing.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.