Residential Computing

Position Overview

The Purchasing Assistant, under direct supervision of the Lead Administrative Assistant of Client Technology Services and under the guidance of the Operations Coordinator of Student Affairs - Information Technologies (SAIT) is responsible for all administrative aspects of purchasing within all SAIT units. The Purchasing Assistant provides administrative support and oversees operational purchases, as well as use of office resources by other student staff. The Purchasing Assistant handles inventory management and maintenance, software licensing, equipment repairs, returns, and invoice reconciliation. The position requires strong organizational and time management skills, the ability to work independently, the capacity to learn new skills, and understanding of the hardware and software supported by SAIT.

Qualifications

Required: Strong organizational and administrative skills; ability to prioritize tasks and manage time effectively; experience with both the Mac operating system and PC operating systems; familiarity in common software packages including Microsoft Word, Excel, web browsers, and email software; computer hardware; ability to learn quickly and independently; effective communication skills and the ability to interact professionally with a diverse group of clients and staff; valid U.S. Driver's License; minimum GPA of 2.0.

Preferred: Experience providing high levels of customer service; experience working directly with vendors and purchasing products; working knowledge of UNIX, hardware, software, and/or network troubleshooting; experience providing administrative support in a dynamic office environment; GPA of 2.3 or higher.

Terms of Employment

1. The period of employment for this position commences upon hire and continues through the end of the 2012-2013 academic year.
2. The Purchasing Assistant is paid a wage of $14.50 per hour. The position's classification title is Student Assistant III. The Purchasing Assistant must be a currently enrolled UC Berkeley student with a minimum GPA of 2.0 (2.3 or higher preferred). Students with less than a 2.3 GPA may be asked to limit their work hours.
3. The incoming Purchasing Assistant will participate in approximately 30 hours of required training that will take place during spring and early June 2012, including an orientation session on Friday, April 6th, 2012.
4. The Purchasing Assistant is required to work a minimum of 10-12 hours per week during regular business hours on at least 3 business days a week during the summer of 2012.
5. It is a requirement that anyone in this position work in a safe and responsible manner while not putting him/herself or others at risk. This includes complying with applicable policies and regulations, using personal safety gear, observing warning signs, learning about potential hazards, and reporting unsafe conditions.
6. This position is subject to a criminal background check. A DMV check for valid driver’s license and driving record is also required. Position meets the following criteria:
• Possession of key or card access to computer storage areas.
• Access to detailed personally identifiable information about student staff which might enable identity theft, such as access to information that identifies or describes an individual, including but not limited to name, address, telephone number, social security number, date of birth, and personal characteristics that would make the individual's identity easily discoverable.
• Regular operation of University vehicles as part of assigned job duties.
• Specific job duties: Requires access to both on and off site computer equipment storage as well as access to staff personnel files which contain one or more pieces of personally identifiable information including name, social security number, and birth date. Driving is preferred to get to various units and locations.
7. Employment with the Information Technologies unit is subject to the applicant's ability to provide appropriate documentation and sign necessary papers for employment in conformance with state laws and University regulations.
8. Continued employment is contingent upon satisfactory job performance evaluation by the Client Technology Services Operations Support Lead.

Job Duties

60% Vendor Relations and Purchases

• Assist with the coordination of purchase orders, invoices, and forms with campus and outside vendors. Request educational discounts whenever possible.
• Set up accounts with vendors; prepare status reports; apply rules, regulations, and past precedents.
• Maintain and promptly update budget tracking spreadsheets.
• Reconcile procurement card purchase reports with budget tracking spreadsheets.
• Work with other teams in Residential Computing and SAIT to make effective purchases that best fit organizational needs.

20% Office and Fiscal Administration

• Develop and maintain procedural documentation and guidelines, especially with respect to purchasing, equipment acquisition, and inventory management.
• Maintain office file systems and administrative files. Reconcile and update records as necessary.
• Record minutes during weekly Residential Computing meetings
• Work with the Client Technology Services Operations Support Lead and Operations Coordinator to develop, modify, and enforce existing procedures to streamline processes and improve responsiveness and quality.
• Coordinate, transfer, and reconcile staffing, operational, and project budget information with the Client Services Operations Coordinator.
• Compile reports drawing information from a variety of sources: existing documentation, ledgers, supply orders, purchases, etc.
• Train staff as necessary on the appropriate utilization of forms and administrative procedures.
• Maintain cleanliness of office, delegating responsibility to other staff and following up as appropriate.
• Coordinate upkeep of departmental vehicles, including tracking mileage, fueling and washing, and routine maintenance.
• Work on special administrative projects as assigned by the managers in RSSP-IT.

15% Inventory Maintenance and Tracking

• Check all equipment shipments for accuracy and reconcile problems with the vendor, Accounts Payable, and Purchasing.
• Coordinate all equipment returns and repairs, investigating warranty coverage when necessary.
• Create and maintain equipment inventory records in the inventory database.
• Handle routine ordering of office and computer supplies; may contact vendors for availability, resolve discrepancies; follow up to assure delivery.

5% Organizational Development and Support

• Attend student leadership events.
• Assist in providing basic administrative support for the office.
• Other duties as assigned.

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