Facilities Financial Assistant

This position is responsible for managing purchasing, procurement, and accounts payable for facilities administration and planning. This position bridges the gap between central university finance and daily departmental fiscal operations. This position works closely with other staff ensuring excellent customer service.

• Process, organize, and document purchase/payment requisitions;
• Responsible for initiating purchase orders and monitoring them through the full procurement lifecycle, including tracking approvals, coordinating updates, processing change orders, and ensuring accurate completion of all related documentation;
• Prepare and communicate various departmental records, financial reports, and chargebacks;
• Responsible for processing and maintaining financial transactions within the CMMS system and Banner;
• Coordinate with vendors on pricing, invoicing, product returns, and resolution of purchasing issues;
• Manage warranty and credit resolution processes with vendors and suppliers;
• Maintain schedules and coordinate recurring billing, payments, and purchasing activities;
• Responsible for organizing documentation of all purchasing activities;
• Ensure compliance with all policies, guidelines, and laws regarding use of funds;
• Assists with budget management activities and providing status updates as requested;
• Assist with room and event reservations;
• Assists with answering main phone line, greeting visitors, and providing assistance in response to general inquiries;
• Maintain files and meet deadlines;
• Perform all other duties as assigned.

• High school diploma/equivalent is required;
• Some college education and/or a bachelor’s degree is preferred;
• Three years of related financial experience is required.