Position Summary:
We are seeking a highly organized and detail-oriented Administrative Services and Procurement Fellow to support the Associate Director of Administrative Services and the Procurement Manager. The ideal candidate will provide essential administrative, procurement, and clerical support to ensure smooth daily operations within the department.
Responsibilities:
Procurement Assistance
- Collaborate closely with all OU departments to support the procurement of goods and services, identifying cost-saving opportunities as needed.
- Identify and evaluate potential suppliers to secure advantageous terms.
- Work closely with preferred vendors, ensuring that all departments utilize them effectively.
- Build and maintain strong relationships with suppliers to ensure timely and quality delivery of goods and services.
- Identify and assist in implementing procurement software to streamline the purchasing process.
Administrative Support
- Prepare reports, correspondence, and presentations as needed.
- Handle incoming and outgoing communication, including emails, phone calls, and mail.
- Assist with data entry and maintain up-to-date records in Concur and other management systems.
- Assist with event planning and execution, including setup coordination.
- Coordinate conference room bookings and prevent scheduling conflicts.
- Coordinate with vendors, ensuring timely invoicing and payment processing.
- Liaise with third-party security providers for various property and event needs.
- Support procurement efforts, including ordering supplies for the mailroom and café areas.
- Assist in managing ID access requests and updates for headquarters and regional offices.
- Track and update insurance-related documentation as required.
- Help manage documentation for company vehicles, including registration and EZPass accounts.
Qualifications:
- Bachelor’s degree.
- Strong communication skills with the ability to build and maintain effective relationships.
- Excellent organizational and time-management skills.