Administrative Assistant, Engineering Design Center

The Administrative Assistant will provide essential support to the Engineering Capstone Purchasing Office Lead in the successful execution of the Capstone Purchasing Program. As the current demands of the program are substantial, the Administrative Assistant will do the majority of the purchasing, tracking items, logging incoming packages, processing returns, updating budget sheets, and maintaining a presence at the Engineering Design Center in order to help engineering capstone students succeed.

This position requires a combination of administrative skills, attention to detail, adherence to university policies, and a strong customer service focus, particularly for students working on capstone projects. In the Fall 2024 semester from September 1 through December 11, our offices processed 550 purchase requests.

Outstanding UA benefits include health, dental, vision, and life insurance; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; access to UA recreation and cultural activities; and more!

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Ordering Items for Capstone Teams:

• Order materials and equipment for student capstone projects, ensuring adherence to budget and purchase parameters.
• Navigate the multi-step ordering process while addressing any issues that arise.

Package Tracking and Management:

• Receive, check-in, and track incoming packages. Verify the correct items arrived.
• Update the budget sheets and notify students/teams when packages are available for pick-up.
• Process returns by speaking with vendors, arranging for the return if it's within budget, and updating budget sheets.

Purchasing Card (Pcard) Reconciliation:

• Reconcile departmental Pcard transactions by collecting documentation and applying appropriate account codes according to University of Arizona policies. Must be accurate when ordering and entering data on budget sheets to assist with the reconciliation process. Confirm each Purchase Request Form has correct information and includes a cogent business purpose. Follow up with students if information is missing or incomplete.

Purchasing Card (Pcard) Reconciliation:

• Act as a responsible Pcard holder, ensuring compliance with university guidelines and policies.
• Maintain use records, including checking the card in and out to UA employees.
• Provide guidance and support to Pcard users on allowable purchases to ensure continued success for the Capstone projects and to remain in compliance with purchases.
• Assist with purchase queries and issues, and know the UA financial policies.

Expense Reimbursement Processing:

• Prepare and process reimbursements for students who used their personal funds for purchases, following University of Arizona policy guidelines.

Purchase Order Processing:

• Prepare and submit requisitions for purchase orders if the vendor requests that option.

Additional Responsibilities:

• Perform other duties as assigned, such as scanning, creating new documents in Word and Excel, assisting to update processes, couriering deposits to the bursar, or physically moving packages.
• Assist the Operations Specialist with the implementation of new procedures and process streamlining.

Knowledge, Skills and Abilities:

• Detailed oriented.
• Customer service skills.
• Experience with Word, Excel, Google Sheets, Google Drive.
• Ability to work in a fast-paced environment.

• High school diploma or high school diploma equivalency is required.
• Minimum of 3 years of relevant experience, or equivalent combination education and work experience.

Mauro Oliveros

moliveros@arizona.edu

Nikki Heath

nikkiheath@arizona.edu