ACEP Purchasing & Travel Coordinator

Apply now Job no: 509285
Classification:Fiscal Technician 3
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:College of Engineering & Mines
Location: Fairbanks
Categories: Business/Accounting/Finance, Engineering/Computer Science, Office/Clerical, Other

Position Summary:

The Alaska Center for Energy and Power (ACEP) at the University of Alaska Fairbanks is seeking a full-time Procurement/Travel Coordinator to process all purchasing and travel requests within ACEP. The ACEP office provides financial services and support to our Faculty, Staff, and Students. Our staff assists with these stakeholders in complying with complex federal, state, and university fiscal policies and procedures. Staff work in partnership with the university community to support the broader mission of the College of Engineering and Mines and the University of Alaska Fairbanks. We are currently recruiting for a Fiscal Technician III to process all purchasing and travel requests within the ACEP. We invite applicants who have a strong knowledge of purchasing policies and procedures to apply for this exciting opportunity within CEM/INE. Candidates should have excellent communication and multi-tasking skills, and the ability to work in a team-oriented and deadline driven environment.

Duties:

10Sub Awards Responsible for the collection of information from grant proposals to initiate funded Sub Awards; Sub Contracts and Professional Services Agreements with multiple agencies, other universities and private industries. This position ensures that the scope of work, period of performance, budget and deliverables are outlined as well as making sure that intellectual property (if included) is properly documented. Once the award is issued this position tracks, monitors and makes appropriate changes to the awards as needed at the request of the PI and or funding agencies. Works to ensure compliance with the scope of work outlined as invoices are provided and receiving is complete. Tracks Period of Performance, requests for closeouts, increase/decrease requests, modifications, and works with INE Grant Managers and Central Procurement as appropriate.Essential
20Purchasing Procurement Responsible for developing and executing procurement transactions of varying complexity for diverse groups of commodities and services within ACEP. This includes determining and selecting proper procurement methods, clarifying requirements and working with multiple faculty, staff, students and vendors. This position is also responsible for the order follow-up, including any changes to the orders, resolving delivery or receiving issues, and assisting Accounts Payable and vendors with billing disputes. This position involves high volume (approximately 1,000 purchases) using multiple complex funding totaling $2 million in expenses per year and is very time critical due to grant close outs throughout the year. Various methods of procurement may include call numbers, POs, Departmental Credit Card, Cash Pays, Centralized BPOs and manual encumbrances into the automated financial system (Banner).Essential
20Reconciliation Reconcile weekly and monthly Departmental Pro-Card statements for all purchases made for the ACEP averaging approximately $30,000 in expenditures per month. Ensure accurate funding for all charges to both research and fund 1 accounting. Reconcile weekly and monthly Pro-card statements for multiple Project Investigators within ACEP ensuring accurate funding and appropriate charging to grants. Process Journal Vouchers as necessary to make appropriate corrections to procard statements. Research expenditure transactions and complete cost transfers in a timely manner to comply with 60 day cost transfer policy or project end dates. Reconciliation of direct pay reimbursements to faculty, staff and students for project purchases.Essential
20Travel Authorizations/Expense Report (TA/TER): Generate and process TA/TER’s for all travelers on ACEP business (average of 400 TAs annually). Generate and process paper TA/TERs for non-UAF employees and encumber in Banner. Arrange and coordinate travel for individuals and/or large groups to remote sites, domestic locations and foreign countries. Extended travel rules are often applied. Ensure TA/TER’s are complete, accurate, and appropriately authorized by routing to the correct approvers. Advise if further authorization, budget or additional information is necessary. Ensure proper paperwork such as remote travel emergency plans, volunteer paperwork, family/friend accompaniment travel waiver and the required employee safety training has been completed and approved. Maintain TA/TERs in travel file for all of ACEP travel documents. Maintain a shared drive travel log that contains real time up to date travel information. Travel Consulting: Serve as primary contact for ACEP travel. Advise ACEP staff and faculty with any questions or concerns on travel policy, procedures or paperwork submission and help work out complex problems as a team or independently as necessary. Stay informed on changes to per diem rates and changing policies. Communicate changes to travel policies and procedures to ACEP employees during consultation or by offering a training course to faculty and staff. Provide new employees with overview of travel procedures prior to initial trip.Essential
20Travel Procurement: Authorize travel payments on UA travel card. Maintain credit card log. Reconcile credit card and custodial credit card statements and allocate the default travel account to appropriate accounting categories. Resolve discrepancies associated with the travel card. Maintain filing system for travel, correspondence, projects, committees, journal vouchers, and invoices. Advise travel vendors of policies pertaining to use of travel credit card and to UA travel regulations as necessary. Give authorization to vendors on itineraries chargeable to the credit card. Answer questions. Receive airline tickets and forward to the traveler. Confirm all travel charges to our department are correct and make correcting entries as needed. Implement policies and procedures with vendors for our department.Essential
5Additional duties as assigned to include records maintenance, maintaining multiple year purchasing and travel records for auditing purposes and fund tracking in compliance with UA record retention policy.Essential
5Receiving: Verify receipt of all goods and services purchases for ACEP. Contact faculty, staff and students who purchased goods for pick up and validation of orders received. Process online receiving documents and monitor payment status of purchases made by credit card, and purchase orders. Communicate and follow up with accounts payable and vendors with any issues. Coordinate receipt of hazardous materials with appropriate lab staff. Coordinate receiving of large research equipment with Central Receiving and help with tagging of property valued over $5,000.Essential

The Alaska Center for Energy and Power (ACEP) at the University of Alaska Fairbanks is seeking a full-time Procurement/Travel Coordinator to process all purchasing and travel requests within ACEP.  The ACEP office provides financial services and support to our Faculty, Staff, and Students.  Our staff assists with these stakeholders in complying with complex federal, state, and university fiscal policies and procedures.  Staff work in partnership with the university community to support the broader mission of the College of Engineering and Mines and the University of Alaska Fairbanks.  We are currently recruiting for a Fiscal Technician III to process all purchasing and travel requests within the ACEP.  We invite applicants who have a strong knowledge of purchasing policies and procedures to apply for this exciting opportunity within CEM/INE.  Candidates should have excellent communication and multi-tasking skills, and the ability to work in a team-oriented and deadline driven environment. 

Please submit a resume, cover letter and list of three professional references with contact information.

Background Check:
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Term Position:
This position is a term-funded position and is reviewed annually for contract renewal at the University's discretion.

Probationary:
Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.

Training Policy:
It is the policy of the University of Alaska Fairbanks that all employees are required to attend training to meet the requirements of the positions they hold, and to complete the required training within a specified period of time to remain employed at UAF. The policy can be located at: http://www.uaf.edu/chancellor/policy/04.07.010/

Tobacco-Free Campus:
UAF Campus is a tobacco free campus. For more information, please go to: http://www.uaf.edu/tobaccofreecampus/

Notice of Nondiscrimination:
The University of Alaska is an affirmative action/equal opportunity employer and educational institution. The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of nondiscrimination available at www.alaska.edu/nondiscrimination

Advertised: Alaskan Daylight Time
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