Procurement Coordinator; Princeton University, Princeton, NJ

The Laboratory Animal Resource (LAR) group at Princeton University is a centralized administrative department reporting to the Dean for Research and is responsible for animal and veterinary care of all research animals at Princeton University. The Procurement Coordinator reports to Business Manager and supports all managers within LAR department. The primary responsibility is to process all orders in timely fashion using People Soft Financial System or as procedures dictate, manage schedules and calendars of management staff, complete Concur submissions by the due date for all Travel and Purchasing Cards within the department, complete cage card entries weekly in Elements and enter animal orders daily.

Maintain inventory of supplies and reorder goods as needed. Coordinate events and meetings and make sure all necessary equipment are in order prior to meeting. Assist with receiving items from the PNI dock.

• Timely order processing including use of the People Soft Financial System, Department Purchasing Card and University forms as procedures dictate for Princeton University Research staff and internal LAR department members.
• Referral of Research staff service requests to appropriate LAR personnel for handling.
• Documentation of Research orders within the Topaz software system as well as printing of weekly delivery reports and cage cards for LAR staff use.
• Enter cage cards weekly accurately in TOPAZ Elements.

• Responsible for LAR departmental purchasing of equipment, supplies – PPE, break room supplies, Feed and Bedding, medications, special requests as they come up, work boots, and equipment repair requests.
• Conduct ongoing inventory of break room supplies, reordering as needed and pack away the supplies when received.

Able to effectively and efficiently work with Principal Investigators, faculty, administrators, outside vendors and LAR team members as a front-line resource for incoming requests for LAR department support services. Provide general administrative assistance to Business Manager, Director, Associate Director, Staff Veterinarian, Facility Manager, and other LAR Staff including organization of office space and department common areas. Scanning, organizing LAR documents for audit purposes, vendor documents and invoices, credit card documents, and other business documents.

Organize and distribute mail. Arrange travel and prepare travel and expense reports. Assist with receiving items from the various LAR facility docks.

Schedule meetings and training seminars including tracking and maintaining reports of attendance. Room preparation and clean-up; setting up computer, phone, and projector support. Preparing agendas, handouts and electronic materials for meetings and travel. Formatting and editing standard operating procedures using Word and Adobe Acrobat. Exhibit a willingness to assume additional responsibilities and other duties as assigned.

Professional courtesy and respect is displayed when communicating with Investigators, staff, students and vendors. Follow up all tasks from beginning to completion. Use Outlook to organize tasks and emails. Provide status updates to business manager. Prioritize tasks according to deadlines from the Business Manager and other LAR managers. Requests supervisor approval for any unusual requests and new vendor expenses. Be a team player and accept constructive criticism willingly and make corresponding changes.

Keep a positive working relationship with staff. Exhibit a willingness to assume additional responsibilities while actively seeking guidance from supervisor prior to beginning a new assignment.

Ability to perform multiple tasks concurrently. Ability to lift 30 lbs, ability to open packages, boxes, and materials, and move furniture for set-up of events and meetings. Ability to walk when required to go to other facilities. Strong organizational, analytical and problem-solving skills and attention to detail. Ability to complete detailed assignments by assigned deadlines and to work in a fast-paced environment with minimal supervision.

Excellent interpersonal skills (verbal and written). Must have proficiency with technology and MS office applications:
Outlook, Word, Excel, and Adobe Acrobat. Excellent customer service skills. Requires initiative, sound judgment, and discretion with confidential data and the ability to prioritize.

Willingness to assume additional responsibilities and other duties as assigned. Ability to follow up with tasks from beginning to completion. At least two year of administrative experience in a multitasking environment.

• Minimum of 5-7 years of experience in a similar role, preferably within an academic or research setting.
• Must have a high level of proficiency with technology and the Microsoft Office suite applications including Word, Excel, and PowerPoint. Also, ability to learn new software applications as…