Managing all ordering, receiving and tracking of supplies in Peoplesoft Financials and responsible for making sure that direct payment requests are processed and sent to Accounts Payable.
Managing order request spreadsheets and verifying signatures of authorized purchasers from order requests received by the labs before they are processed.
Maintain and manage up to date accounting balances for over 55 grant and university funded accounts using our department database program. Verifying budget statement and purchase order transaction charges making sure that the charges are accurate and charged to the correct funding source. The contact person to resolve any discrepancies with charges on the budget statements with central administration.
Processing journals and deposits. Verifying account balances and insuring that expenses are in compliance with grant account regulations before an order is processed. Keeping up to date on various regulations of grants.
Reconcile discrepancies with purchase orders by detailed checking of all possible sources of disagreement and reconstruction of probable action taken.
Follow-up with vendors to get their federal ID, fax numbers, and correct address information and requesting new vendors.
Answering Faculty inquiries regarding shipment of supplies and resolving the issues related to their shipments.
Maintaining and Filing all closed purchase orders in department filing system. Setting up new accounts within the filing system.
Coordinating, scheduling, and advertising of seminars, department activities, and morning presentations for faculty members including set up of audio visual equipment, food/catering, making travel, lunch, and dinner arrangements for seminar speakers. Serving as Coordinator of the faculty recruitment interviews for the department searches by setting up all the interviews, lunches, dinners, hotel, air and ground transportation, and escorting all candidates to scheduled interviews. Scheduling Thesis presentations and meetings for department graduate students.
Coordinating the registration, advertisements, and abstract submissions for departmental symposiums.
Maintaining all department office equipment and ordering departmental office supplies, distribution of mail, and receiving all delivered packages.
Assist with compiling information for the annual report and budget.
Provide teaching coordinator support that includes contacting all the instructors and handling the uploading of all other their lectures and act as a lesion between the instructors and the students. Copying course materials and handouts. Typing and assemble mid-term and final exams.
Maintain and manage database for departmental web site, newsletter and seminar calendar. Schedule Thesis presentations and meetings for department graduate students. Maintain up to date conference room schedules. Maintain departmental roster, bulletin boards, and directories.
