Purchasing & Operations Specialist

All required qualifications must be documented on application materials.

Required Qualifications

• High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience
• Excellent customer relations and interpersonal skills, including verbal and written communication with internal and external customers
• Comfort using technology, including Zoom, Google Workspace, and Microsoft Office
• Ability to collaborate effectively with people from a variety of communities, backgrounds, and identities

Preferred Qualifications

• Experience preparing and processing purchasing related documents (reimbursements, travel, procurement cards), using EFS, TDX or similar system
• Prior customer service experience
• Prior experience working in higher education or in the public sector
• Demonstrated experience with multitasking and prioritizing tasks in a fast-paced, complex work environment
• Prior experience working independently with minimal direction, in addition to demonstrated experience of working with others in a professional manner as part of a team
• Excellent attention to detail

Position Overview
The Department of Educational Psychology in the College of Education and Human Development is hiring a Purchasing/ Operations Specialist. This position serves as the first point of contact for purchasing needs and is responsible for providing purchasing and finance support to the department through coordinating PCard purchases, UMarket orders, contracts for professional services, check requests, invoice payments, and external sales invoicing. Additionally, this role provides facilities support and office assistance to the Department Administrator, Chair, faculty, and staff. This position actively supports and advances the University’s commitment to equity, diversity, and inclusion.

Skills & Competencies of a Successful Candidate

• Ability to establish and meet deadlines.
• Service-oriented with excellent customer service skills.
• Attention to detail and ability to ensure compliance with complex policies and procedures.
• Independently review financial policies and perform duties accurately and with minimal guidance
• Demonstrated ability to prioritize, multitask, and execute in a fast-paced environment.
• Strong verbal and written communications, interpersonal, and problem-solving skills.
• Ability to maintain a high level of integrity and strong sense of confidentiality.

This position may be hybrid with required in-person work based on the Minneapolis campus. Per UMN policy, work may be done remotely when appropriate and approved by your manager.

Job Responsibilities
Purchasing / Finance (60%)

• Conduct purchases of goods and services for non-sponsored and sponsored accounts via according to University policies and procedures
• Solve purchasing issues and answer questions related to complex financial policies and procedures
• Assist employees and students to arrange and reimburse travel for programs within the Educational Psychology department
• Support set up of new suppliers and changes to existing supplier records
• Prepare documents relevant to purchasing professional services including, but not limited to the Professional Services Information Sheet and Statement of Work
• Prepare and request supplier payments via purchase orders, invoices, check requests, and wire transfers
• Provide supplier troubleshooting to ensure on-time and accurate payments
• Serve as an Emburse Navigator, answering employee questions related to expense reimbursement, and train new employees and students on purchasing and reimbursement processes
• Prepare and submit Invoice Request Forms for external billing
• Maintain tracking system to ensure timely completion of all purchasing-related activities
• Manage cash/check deposits
• Manage all inquiries through the department purchasing email account

Department Administrative Support (20%)

• Greet visitors, students, and faculty and assist in resolving inquiries related to department operations, facilities, personnel, or purchasing
• Maintain oversight of the departmental email account, working with student employees to respond in a timely manner to inquiries
• Manage departmental equipment checkout and room reservations
• Hire, train and supervise front desk student workers
• Maintain copier address books and pull printing reports
• Order office supplies for department
• Provide support for Student Rating of Teaching (SRT) process and textbook/desk copy/course packet orders
• Assist with event execution, including student orientations and commencement-related activities
• Other duties as assigned

Facilities (20%)

• Serve as Department Facilities Representative (DFR) back-up to Facilities Management (FM), the College of Education and Human Development, and the University regarding facilities issues
• Report and track department maintenance requests to FM
• Serve as Department Access Coordinator, processing requests for after-hours access to building and updating access as needed
• Assign and track facility keys; collect them after personnel no longer require access
• Coordinate internal and external moves of faculty/staff or their furnishings
• Update Space Management (TRIRIGA)
• Maintain departmental files within the building and properly dispose of data according to student data and grant reporting requirements
• Assist in short- and long-range departmental building usage projects
• Update building directory

Department Overview

The Department of Educational Psychology provides training in the in the cognitive, emotional, and social learning processes that underlie education and human development across the lifespan, including: the psychological foundations of education, quantitative methods in education, the practice and science of counseling psychology, school psychology, and special education. Faculty and students provide leadership and consultation to the state, nation, and international community. The department's scholarship and teaching enhance professional practice in schools and universities, community mental health agencies, business and industrial organizations, early childhood programs, and government agencies. https://edpsych.umn.edu

College Overview

The College of Education and Human Development (CEHD), the third largest college and the University, contributes to a just and sustainable future through engagement with the local and global communities to enhance human learning and development at all stages of the life span. We know diversity is necessary to do our best work and foster our humanity. That’s why the CEHD community is collectively dedicated to cultivating an inclusive and equitable environment, embracing and celebrating all identities of our students, staff, and faculty. These values are also a moral imperative requiring continuous proactive measures and a firm stance against prejudice, discrimination, and systemic injustice. https://cehd.umn.edu.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume and cover letter.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. Please make sure to attach a resume and cover letter documenting how you meet all required and preferred qualifications.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

This position is not eligible for visa sponsorship.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).