Travel and Procurement Coordinator
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Classification:Fiscal Technician 3
Work type: Staff Full-time
Administrative Unit:University of Alaska Statewide
School/Business unit:SW Academic Affairs
The University of Alaska is looking for a Travel and Procurement Coordinator to assist with financial business functions in the president's office.
10 Reconciliation: With moderate supervision, reconcile Procard charges weekly and generate monthly departmental Procard statements for all purchases made for the president, vice presidents, associate vice presidents and executives within the president’s suite. Ensure accurate funding for all charges. Reconciliation of direct pay reimbursements to the president, vice presidents and executives of the president’s suite. Analyze and resolve any incorrect charges, creating journal vouchers when necessary. Ensure the department is in compliance with Statewide accounting procedures and federal policies. Essential
25 University House: With moderate supervision, manage client use agreements and if necessary, assist clients with completing and signing the use agreement. Ensure the facility is always in good working order, (e.g. plumbing, heating, and lighting). Check facility for damage following events. Ensure all additional event paperwork (events form, catering waiver, alcohol permit, event insurance) is completed and submitted, as appropriate. Provide clients with viewings of the facility. Provide client with conditions of the house (house rules, necessary insurance, and permits, parking limitations, etc). Coordinate custodial and maintenance schedules for cleaning and necessary maintenance. Regularly check on seasonal issues (plowing of snow, mowing the lawn, care of the flowerbeds and hanging baskets). Assist as needed with events, which may include configuring the furniture and equipment if client opts to pay for event set up, open the facility at the start and lock at the end of the event, check on facility periodically throughout event, checking that all trash has been removed and no major damage has occurred. Essential
30 General Procurement: With moderate supervision, be responsible for developing and executing procurement transactions of varying complexity, of commodities and services for the president, vice presidents, associate vice presidents and executives within the president’s suite. This includes determining and selecting the proper procurement methods, clarifying requirements and working with each executive and the vendors. This position is also responsible for order follow-up, including any charges to the orders, resolving delivery or receiving issues, and assisting Accounts Payable and vendors with billing disputes. 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). Maintain a log of purchases. Keying requisitions into Banner and receiving on invoices in Banner. Essential
30 Travel: With moderate supervision, generate and process travel authorizations and expense reports for the president, vice presidents, associate vice presidents and executives within the president’s suite. Arrange and coordinate travel for domestic locations, foreign countries, and remote sites as needed, to include groups and visiting professionals. Make adjustments to travel, sometimes at short notice. Give authorization to vendors on itineraries chargeable to the credit card. Purchase airline tickets and forward to the traveler. Encumber allowable expenses in Banner. Ensure ATs and ERs are complete, accurate, and appropriately authorized as per university regulation. Advise if further authorization, budget or additional information is necessary. Maintain a shared drive travel log that contains real time up-to-date travel information. Confirm all travel charges to our department are correct and make correcting entries as needed. Essential
5 Additional duties as assigned. Essential
This position would report to the Executive Assistant to the Vice President for Academics, Students, and Research. They would assist several members of the office with travel and purchasing needs.
Knowledge/Skills/Abilities: - Advanced understanding of accounting practices and University accounting structure - Unrestricted, restricted and fund accounting - Extensive working knowledge of automated database program (such as Banner Finance) as it relates to budgets, encumbrances, and expenditures - Knowledge of and ability to interpret fiscal and purchasing policies, rules and regulations - Ability to establish effective working relationships while maintaining high ethical standards - Ability to meet deadlines under stressful situations - Event scheduling
Required Experience:Must have a minimum of 2 or more years as a fiscal technician within a university setting. Must have at least 4 or more years of high-level customer service experience.
Typical Education or Training: One year of college accounting or equivalent accounting experience or equivalent combination of training, experience and/or education from which comparable knowledge, skills, and abilities have been achieved. Working knowledge of Banner integrated financial.
To apply, please submit a cover letter, resume, and three (3) professional references. To ensure consideration, please apply prior to the review date of Friday, October 26, 2018. This position is open until filled.
Background Check: The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Probationary Period: 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 08 Oct 2018
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