Administrative Associate

Position Title

Administrative Associate

Position Type

Regular

Hiring Range

$28.03 - $33.65/hourly; Compensation will be based on education, experience, skills relevant to the role and internal equity.

Pay Frequency

Hourly

A. POSITION PURPOSE

The Operations division is a team that is tasked with providing an exceptional campus environment to the faculty, staff, students, and visitors of SCU. We are successful as a team when we:

• Put the needs of our customers first
• Constantly improve and innovate the way we conduct business
• Construct a positive work environment that allows our team to work together and thrive

We focus on our customers by emphasizing availability and providing professional, dependable service. We improve and innovate our business through performance analysis, leveraging technology, and employee training. Finally, we construct a positive work environment by emphasizing the importance of teamwork and communication. We expect all members of our team, new and veteran alike, to advance the ultimate goal of providing an exceptional campus environment.

The Administrative Associate is responsible for maintaining high levels of customer service to University Operations by managing inventory processes, purchasing inventory, and identifying more effective methods that improve customer service and operational efficiency. This position ensures adequate inventory levels of materials and supplies are maintained and available to meet Operations and campus maintenance service requirements. and actively participates in the daily operations of the stockroom. The Administrative Associate maintains the AIM database system to ensure inventory data and reporting for stock items are accurate and current. Additional responsibilities include ensuring effective inventory and asset loss, control and safety processes are maintained and followed. The Administrative Associate manages purchasing of inventory, researching pricing and materials and invoice payment processes. An important goal of the department is providing professional and responsive customer service to all University Operations employees.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Primary point of contact for Operations teams for stock and non-stock parts needed to support maintenance and repair needs.  Deliver responsive customer service to meet the service needs and stock requirements of the University Operations Division and the campus in general.

2. Order and purchase stock and non-stock materials & supplies to maintain adequate levels to meet the Facilities Department maintenance and service requirements.

3. Payment of invoices for stock and non-stock materials purchased.

4. Inventory control for items carried in stock, maintaining inventory data in AIM database.

5. Follow and maintain safety compliance policies and standards for the warehouse area.

6. Provide backup support as needed for other Operations areas such as Mailing and Post Office.

Specific Responsibilities

1.  Primary point of contact for stockroom parts,  actively participates in the daily operation of the Stockroom

• Assist customers ordering stock and non-stock parts in AIM as needed.
• Assist customers to identify parts and locations as needed.
• Assist customers in using technology to order parts as needed. .
• Assist customers to locate and check tools in/ out as needed.

2. Deliver responsive customer service to meet the service needs and stock requirements of the University Operations Division and the campus in general.

• Assure that service delivery to customers is responsive, courteous and efficient.
• Evaluate the needs of Stockroom customers to determine ongoing optimal customer service.
• Maintain regular, ongoing communication  with Supervisors and key Facilities/Operation personnel to assess current customer service needs and future requirements.
• Create and maintain reports as needed for weekly orders and for seasonal or historical requests.

3. Purchasing materials/supplies to maintain adequate levels to meet the Facilities Department maintenance and service requirements

• Have a working knowledge of the materials and the correct stock levels needed to support regular operational maintenance and seasonal service demands.
• Purchase stock items to meet requirements for ongoing maintenance, preventative maintenance and seasonal projects and maintenance programs.
• Purchase non-stock items requested and maintain communication with the requester about the order and delivery status.
• Maintain relationships with current vendors and evaluate pricing and/or future vendors as needed.
• Create and manage Purchase Orders in AIM for inventory items to track accurate quantity and correct items are received. Manage issues with defects, damage or backorders as needed.
• Coordinate with Purchasing department as needed to consolidate spending with key suppliers and realize savings.

4. Invoice payment processes

• Accurately process invoices for payment in AIM and interface to Accounts Payable that meet vendor payment terms.
• Ensure supplier term accounts are current and maintain communication with key suppliers about invoices and payment status.
• Manage company issued purchasing card transactions to ensure reports are submitted by deadlines.

5. Inventory control for items carried in stock and maintaining inventory in AIM computer database of all items

• Maintain and manage stock and non-stock inventory on an on-going basis, including evaluation and assessment of items carried.
• Maintain part location information system and bin locations as needed for new or relocated parts.
• Oversee the inventory receiving and stocking processes, minimize backlogs and assist as needed to ensure stock items are available when needed.
• Ensure reported inventory quantity and cost information is accurate. Oversee regular process for periodic inventory cycle and inventory counts to ensure quantities on hand match the system quantities.

6. Provide backup support as needed for other Operations areas such as Mailing and Post Office during absences or seasonal peak periods.

7. Other duties as assigned.

C.   PROVIDES WORK DIRECTION

This position does not provide work direction to any employees or student workers.

D.   GENERAL GUIDELINES

1. Recommends initiatives and implements changes to improve quality and services.

2. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.

3. Maintains contact with customers and solicits feedback for improved services.

4. Maximizes productivity through use of appropriate tools; planned training and performance initiatives.

5. Researches and develops resources that create timely and efficient workflow.

6. Prepares progress reports; informs supervisor of project status; and deviation from goals.

7. Ensures completeness, accuracy and timeliness of all operational functions.

8. Prepares and submits reports as requested and required.

9. Develops and implements guidelines to support the functions of the unit.

E.   QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

1. Knowledge/Skills/Abilities

• Knowledge of computer database systems and prior experience with inventory control software required.
• Proficiency in Microsoft Word, Excel, and Access.
• Excellent organizational and detail skills.
• Well-developed interpersonal skills with an emphasis on exceptional customer service. Ability to work with all level employees in a fast-paced environment.