Staff Careers

The Business Services Assistant will provide administrative and clerical support to the Director of Procurement & Business Services and the Procurement Services staff. Duties include managing the front desk, resolving telephone inquiries, maintaining appointment/leave calendar for Director, directing incoming and outgoing correspondence, compiling data required to prepare monthly, quarterly, and yearly reports, maintaining confidential files for personnel, maintaining corporate credit cards, and process requisitions and purchase orders.

Duties/Responsibilities
• Manage front desk, resolve telephone and email inquiries, assist visitors, maintain calendar, sign for packages, date stamp and distribute incoming mail.
• Process contracts for professional services and purchase orders for companies R-Z and individual's last name R-Z. In the absence of the Sr. Business Services Assistant, process contracts for professional services and purchase orders for companies and businesses starting with A-Q.
• Utilize Glacier system to verify tax status of foreign visitors to be paid on contracts for professional services.
• Review and approve/deny Independent Contractor Forms submitted by campus departments.
• Generate monthly, quarterly, and annual departmental activity/account summary reports and perform basic accounting functions.
• Maintain current and accurate files on the American Express and Diner's Club credit cards issued to UAH employees.
• Maintain the Walmart, Costco, and Sam's Club accounts; Kroger and Best Buy accounts tax exemption status for the University.
• Renew Tax Exemption Certificate and W-9 form yearly. Send both upon request.
• Send notifications and reminder emails to departmental staff regarding upcoming deadlines, meetings, activities, and events.
• Coordinate departmental meetings and events. Reserve and prepare conference room as requested by Business Services Staff for bid meetings, vendor meetings, and other events.
• Prepare and process Personal Action Forms (ePAF), Position Authorization Recruitment Forms (PARF), and Staff Position Questionnaires (Job Descriptions) as directed to hire, terminate, and make position changes/corrections for Business Services employees. Maintain confidential files of employee personnel information.
• Submit work requests as needed to affect building and equipment repairs and follow up to ensure all tasks have been completed. Submit Copy Center work requests as needed for departmental printing needs. Generate letters and memoranda under own signature as needed by the Director.
• Assist the Procurement Card Supervisor by maintaining files for UAH employees issued a P-Card, initial review of monthly reconciliation packets for errors before submitting it to the Procurement Card Coordinator for action, and ordering travel cards as requested. Process travel vouchers as assigned.
• Coordinate the design, layout, proofing, printing, and distribution of various instructional, informational, and promotional documents including the Business Services newsletter. Maintain a timely production schedule for each document.
• Manage Business Services web page; update/add information as needed.
• Manage forms on the Business Services web page; create new or updated as needed.
• Create fillable forms and review them for ADA Compliance by utilizing Section 508 guidelines.
• Assist in processing non-assigned routine, non-bid purchase orders.
• Maintain general office supplies, etc.
• Generate and submit requisitions and utilize department P-Card to replenish supplies as needed.

• Associate's degree with 3-5 years of full-time verifiable administrative or secretarial work experience, or an equivalent combination of education and years of experience
• Proficiency in Microsoft Office Suite, email, and internet
• Excellent customer service skills

• Bachelor's degree is preferred
• Banner experience is desired
• Prior university experience is preferred

$38,000 - $39,847