DMAHS Materials Management Coordinator *Internal Rowan-Virtua SOM; Stratford, NJ

Position: DMAHS Materials Management Coordinator *INTERNAL ONLY*, Rowan-Virtua SOM (Stratford, NJ)

DMAHS Materials Management Coordinator
* Internal Applicants Only*

Division of Medical Assistance and Health Services (DMAHS), New Jersey Department of Human Services

Location: Stratford, NJ

Department: DMAHS

Reports to: Lead Manager, DMAHS

Summary

Rowan-Virtua School of Osteopathic Medicine is searching for a DMAHS Materials Management Coordinator to join their team. This position is responsible for supporting material management with the New Jersey, Department of Human Services, Division of Medical Assistance & Health Services (NJ-DHS-DMAHS) Memorandum of Agreement (MOA) efforts. Additionally, this position will accurately process purchasing requests for both services and supplies, manage the submission and management of purchase orders, invoices, Requests for Proposals (RFP) and related reports, serve as a primary department contact to Rowan Purchasing and Accounts Payable Departments, create and maintain files for departmental auditing purposes, manage and/or backup submission and processing of timesheets and daily project log (TSDL) activity, and provide timely and accurate information to stakeholders.

Essential

Duties And Responsibilities

• Manages submission of purchase requisitions, related SOW documents, contracts, IT requirements, invoices, travel, petty cash, RFP’s, and check requests. Assigns appropriate FOPAL and related account numbers to all expenses. Prepares reports as needed to accurately summarize expense activity.
• Work closely with the Office of Sponsored Projects (OSP) to ensure accurate and timely expenditure reports and invoices. Validate expenditure reports and invoice accuracy.
• Submits new/annual grant proposals into OSP tracking system (Cayuse). Coordinates related documents and budget information.
• Works with requestors and vendors regarding outstanding expenses and requests. Prepares on-line expenditure requests for supervisor approval.
• Reconciles any discrepancies and tracks other outstanding items. Reconciles invoices and timesheets and receives supplies/services as required in Rowan’s on-line purchasing system.
• Submits purchase orders requests and support requests for proposals (RFP) activity.
• Assists with the review and recommendations of expenditures charged to the grants according to sponsor, federal, state and university guidelines and regulations.
• Maintains and tracks financial summaries and files for assigned grants.
• Assists with the projection of availability of funds for Principal Investigators and advises of any favorable/unfavorable variances.
• Serves as double-check on budgets, budget projections, expense reporting, invoicing, and other related financial reporting.
• Assists with the review and receiving of subcontract invoices for accuracy and compliance with contract guidelines.
• Prepare special reports as required by Principal Investigators and/or Designees.
• Understands and adheres to Rowan University SOM’s compliance standards as they appear in Rowan University SOM’s Corporate Compliance Policy, Code of Conduct, Conflict of Interest Policy and other related documentation.
• Functions as backup with processes and tracking administrative requests for Web Time Entry (WTE), timeoff requests, expenses requests, etc.
• Provides other administrative support as necessary.
• Maintains strict confidentiality for stakeholders, staff, consultants and vendor sensitive information.

Education And/or Experience

• Bachelor’s Degree, plus two (2) years of related experience involving sponsored programs, administration, preferably in an academic environment.
• Knowledge of accounting principles, practices, and financial analysis.
• Demonstrated competence using computers, purchasing systems, and advanced use of spreadsheet software.
• Ability to follow Federal/State agency regulations, policies,…