Procurement and Operations Coordinator

Position description

The Procurement and Operations Coordinator is responsible for providing administrative services to the CBR site including but not limited to general office management, procurement oversight, event organization, and other administrative tasks as assigned. They will also provide back-up support to the Lab Facilities Manager as needed. 

Please note, this is a fully on-site position.  

RESPONSIBILITIES:

1. (50%) Oversight of procurement administrative services in such areas as: 

• Providing guidance to CBR staff on requisition submission and procurement requirements on orders including, but not limited to, goods and services, animals, restricted chemicals, and isotopes
• Reviewing procurement documentation to ensure it is properly completed and in line with Council procurement policy and assisting where needed
• Creating purchase orders in the Council’s ERP system and placing orders with vendors
• Obtaining new vendor documentation
• Communicating with CBR staff on the status of the orders and proactively following up on order status, as needed
• Completing procurement review to ensure the procurement records are up-to-date and accurate on a monthly basis
• Providing procurement support to the Lab Facilities Manager including receiving shipments or obtaining lab safety approval, as needed

2. (15%) Provide such general office services management as: 

• Ensuring well-functioning office operations by managing offices supplies, organization and replenishing of pantry area, and ensuring sufficient stock and inventory. 
• Maintaining the calendar for CBR conference rooms and ensuring they are properly prepared for scheduled meetings 
• Managing the ingoing and outgoing of all packages, including management of the office FedEx account
• Providing non-lab on-site orientation for new staff
• Identifying facilities issues, including office cleaning, maintenance, temperature issues, etc. and resolving by contacting the appropriate vendors or parties

3. (10%) Oversee the review of the Rockefeller University monthly bill by:

• Liaising with Rockefeller University billing personnel and resolving questions or issues that may occur
• Managing the monthly review, dialoging with Council departments and CBR staff to ensure all charges are accurate and coded correctly
• Processing the bill and completing the journal entry preparation

4. (15%) Provide event management and support to the Executive Director of CBR and CBR Leadership, including: 

• Ensuring on-site conference rooms are properly prepared, including AV management
• Organizing, catering, and food procurement
• Guest management, including dialoging with donors and other high level meeting participants, assisting with travel bookings, and processing participant reimbursements 
• Note taking and other administrative tasks, as needed

5. (10%) Other duties as assigned

Qualifications

We understand that there are many paths to acquiring expertise and experience and strong candidates may not have every qualification listed here. We encourage applications from individuals with diverse and/or nontraditional backgrounds who bring passion, skills, and experience in many or most of these areas.  

1. Highschool diploma and strong administrative skills with at least 3-5 years of relevant experience in an office services environment.

2. Solid computer skills, including knowledge of Microsoft Word and Excel.

3. Good writing and ability to document ideas; ability to send out clear informational/instructional correspondence via emails and telephone.

4. Excellent communication and interpersonal skills. Demonstrated ability to work closely with colleagues from various departments and vendors.

5. Strong organizational skills and ability to multitask. Ability to work independently with minimal supervision, in addition to also functioning well as part of a team.

SALARY AND BENEFITS: Salary range between $ 52,000-$65,000 annually, depending on knowledge, skills and experience. Excellent benefits package includes: 

• Medical, dental, vision and life insurance available immediately upon hire; 
• 403(b) retirement plan with employer contribution equal to 12% of annual salary (up to a maximum salary of $200,000) after one year of employment; 
• 24 annual and 12 sick days per year (accrued semi-monthly) * 
• Approximately 10 paid holidays; 
• 13 weeks of paid parental leave; 
• Educational assistance* 
• College tuition support for dependents** 

We strive to provide an environment of professional growth and development. 

*Pro-rated for part-time staff who work a minimum of 20 hours per week. 

**Employees must work full-time to be eligible for this benefit  

Application Deadline:  March 6, 2024

When applying through the web portal please attach your CV and Cover Letter in Word or PDF format. 

The Council requires all U.S. based staff, interns and fellows to be fully vaccinated and boosted against COVID-19. New staff members must verify vaccination at the time of hire. Exemptions will only be considered for medical reasons and sincerely held religious beliefs. Exemptions are not guaranteed and must be discussed with Human Resources.  

Application instructions

Please be sure to indicate you saw this position on tendersglobal.net