Purchasing Administrator

The Purchasing Administrator is responsible for controlling all administrative aspects of the IMT Purchasing department including purchase requests, quotations and proposals, purchase orders, software licenses, renewal calendars, purchase order registers and on-line catalogues. The Purchasing Administrator is the primary back up for the Computer Store Coordinator.

MAJOR RESPONSIBILITIES

1. Develop and maintain a system for administrating all purchasing documentation including all requests, quotations, proposals purchase orders, receivers, invoices, contracts and any other document considered critical to an Audit Trail.

 

 

 

 

 

2. Obtain requests for quotes or proposals for institutional requests.

 

 

 

 

 

3. Screen all “cold call” vendors, evaluate the product or service offered, gather vendor qualifications and make recommendations to the IMT Purchasing Manager.

 

 

 

 

 

4. Conduct research and make recommendations for alternative or secondary sources of supply according to needs assessment and company guidelines.

 

 

 

 

 

5. Work with vendors to resolve errors or omissions on orders including returns and tracking lost or late shipments.

 

 

 

 

 

6. Enter and update all requests, receivers etc. in PeopleSoft e-Procurement.

 

 

 

 

 

7. Set up and maintain all standard technology items in PeopleSoft e-Procurement Catalogue Database.

 

 

 

 

 

 

 

 

 

 

 

8. Keep all vendor records current.

 

 

 

 

 

9. Assist the APU Computer Store by developing alternative sources of supply, identifying new items, maintaining files and records, and provide backup clerical support.

 

 

 

 

 

10. Attends and participates in IMT forums and meetings.

 

 

 

 

 

11. Performs other duties as assigned.

 

 

KNOWLEDGE, SKILLS AND ABILITIES

 

 

The following knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior work experience, or on-the-job training:

 

 

Education

 

 

Bachelor degree in Business Administration, Computer Information Systems, Computer Science or equivalent experience.

 

Professional

 

 

Minimum 3 years experience in purchasing or accounts payable.

 

Ability to work independently with minimal supervision

 

Excellent people skills

 

Must have excellent customer service skills.

 

Strong teamwork skills.

 

Technical experience with Microsoft Office applications, Adobe Acrobat Professional and Internet browsing using Internet Explorer or Firefox.

 

Skilled at conducting cost/value analysis.

 

Excellent communication and interpersonal skills.

 

Must be able to demonstrate effective oral and written communication abilities

 

Must be able to demonstrate the ability to gather information through questioning

 

Present a professional personable demeanor

 

Must be able to function well in collaborative team environments

 

Must be confident and articulate interacting with executives, management and staff in internal and external situations.

 

LEVEL OF INDEPENDENCE

 

 

 

 

 

In order to function effectively, this person must have a high level of independence, show initiative, and maintain a motivated attitude. This must be done in a manner consistent with the team management structure that is employed by the group.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

INFLUENCE OF RESULTS

 

 

 

 

 

This person must recognize that much of the work is completed with indirect supervision. This requires accuracy and integrity of work that will represent the mission and values of the IMT group.

 

 

 

 

 

OTHER REMARKS

 

 

 

 

 

This position requires someone who is totally committed to excellence in customer service and a good understanding of AzusaPacificUniversity culture, business structures and business practices.

 

 

 

 

MENTAL DEMANDS

 

 

 

 

 

Requires good communication and interpersonal skills with the ability to effectively relate to all levels of the university staff and management. Ability to learn and retain information. Ability to maintain a friendly and cordial manner with difficult people. Must be comfortable with a level of independence, show initiative and be highly motivated. Must have a service orientated mind-set with the ability to organize, and prioritize. Requires the ability to work with accuracy and integrity and represent the mission and values of the university. Must agree with the purpose and goals of Azusa Pacific University in providing Christian-based higher education for its students

 

 

 

 

 

PHYSICAL DEMANDS

 

 

 

 

 

Intermittent sitting, standing, and walking. Requires repetitive arm, hand, wrist, and finger motions. Communication with others- face to face and hearing on phone, with good listening skills. Walking to various locations on campus. Ability to lift 10-20 lbs. occasionally.

 

 

 

 

 

VISUAL DEMANDS

 

 

 

 

Extensive computer work, reading and writing detailed information.

 

 

 

 

 

ENVIRONMENT

 

 

 

 

 

Comfortable indoor temperature, space shared with coworkers and sometimes multiple conversations occurring simultaneously.

 

Full time position. Excellent benefits. Salary to be determined based on qualifications and experience.