Department Administrator, Procurement

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $23.68 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

POSITION OBJECTIVE

Working under limited supervision, provide overall administrative management and coordinator of a limited variety of business related functions, finance, budget, procurement administration and human resources. The department administrator will be responsible for the administrative workflow for the support staff and serve as the primary Customer Care Team contact for Purchasing and Distribution Services while exercising discretion and independent judgment. Furthermore, the Administrator will have authority to waive or deviate from established policies and procedures without prior approval.

Essential Functions

• Support the Procurement and Distribution leadership team in implementing long- and short-term department strategy planning goals. Develop a work plan with key activities, deliverables, and milestones for Procurement and Distribution. Provide strategic objectives and report on department metrics and volumes. Implement policies and procedures for the administrative support staff services that meet the needs of the staff. Hire, train, and supervise student workers to provide a professional caring environment for the students and staff. Coordinate workflow between Purchasing and Accounts Payable and provide administrative support for Accounts Payable and University Movers. Develop systems to facilitate the administrative staff to work together as one integrated team for both Procurement and Distribution. (25%)
• Prepare and maintain departmental budget needs by analyzing program plans on both a short- and long-range basis by considering past requirements and expenditures and present program plan. Perform needs assessment, make projections based on multiple items and variables, analyze budget variances and recommend courses of action. Prepare analytical reports and analyses. Screen and channel written and verbal communications for the department. Generate timely responses to customers on our primary e-mail alias and ensure a high level of customer service. Responsible for effort certification and year-end close. (25%)
• Coordinate human resources activities within the department. Interpret departmental, school, and university policies and procedures, manage recruitment, placement and termination, assist with the resolution of conflicts and coordinate the performance appraisal process. Maintain liaisons with appropriate school and central human resources staff to proactively respond to human resources problems, issues and special requests. Ensure all paperwork for employment, terminations, and leaves of absence are processed correctly and in a timely manner. Has authority to sign off on paperwork such as requisitions and performance reviews. Provide department orientation for all new staff and faculty Manage the on and off-boarding process for all departmental staff. (16%)
• Investigate complex challenges regarding purchase orders, invoices, payment requests, travel requests, etc. Research resolution and communicate quickly and professionally and resolve in a timely manner. Act as secondary administrative support on support for purchasing buyers and agents. Act as secondary liaison with Accounts Payable to resolve of invoices without PO's in a timely manner. Perform primary analysis and system input of university vendors. Maintain and communicate expert knowledge of general Purchasing and Accounts Payable policies as well as basic ability to maneuver through PeopleSoft. (16%)
• Develop and implement department policies and procedures. Interpret school and university policies and procedures and ensure compliance by all staff. Communicate any changes to policies and procedures to appropriate staff to ensure implementation. (16%)
  
  
  

Nonessential Functions

Perform other duties as assigned. (2%)

CONTACTS

Department: Great deal of daily interaction with university department personnel including administration, faculty, staff and students. Regular contact with department staff to exchange information.

University: Interact with many constituencies within the scope of job responsibilities. Daily contact with university administration. Daily contact with faculty and staff.

External: Daily contact with outside agencies and representatives. Contact with personnel from the university's affiliates as well as individuals from the university's internal staff on a regular basis.

Students: Continuous daily contact with students to facilitate work flow

Supervisory Responsibilities

Direct supervision of two student workers.

QUALIFICAITONS

Experience: 3 to 5 years of related experience.

Education/Licensing: Associate's degree required, Bachelor's degree preferred.

Required Skills

• Problem solving and logical thinking.
• Excellent written and verbal communication skills.
• Excellent interpersonal skills and organizational skills, necessary for a fast paced, service oriented, professional environment.
• Ability to multitask and prioritize.
• Detail oriented.
• Must work effectively individually and in a team environment.
• Adherence to professional ethics in compliance with federal and state laws governing professional activities, especially as they relate to protection of healthcare information.
• Technical skills should include working in advanced Excel applications, Word, and PowerPoint.
• Helpful to be proficient in People Soft Financials.
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.
• Willingness to learn and utilize Artificial Intelligence (AI).
  
  
  

WORKING CONDITIONS

This position is performed in a typical office environment. Duties involve repetitive motions such as typing and using a computer mouse, with prolonged periods of sitting and occasional standing. Chemical exposure is minimal and limited to routine office products such as sanitizer wipes.

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.