Department Purchasing & Travel Representative - Mechanical & Aerospace Engineering Department

Department FAMU-FSU College of Engineering - Mechanical & Aerospace Engineering Department Responsibilities Serves as primary contact for purchasing and travel for the Department of the College of Engineering. Ensures financial transactions adhere to University policies and regulations and meet budget specifications of the Department. Provides day-to-day guidance and coordination of purchasing activities for the assigned department(s). Responsible for obtaining and reviewing quotes, determining best purchasing methods to utilize within FAMU and FSU systems. Enters requisitions, tracks purchasing from requisition to delivery and receipt, and monitors invoice payment. Processes ePRF vendor payments. Facilitates procurement processes and contract submission. Monitors purchasing activities daily by utilizing queries and reports. Assists in creating a sound environment of internal controls by ensuring purchases comply with both FAMU and FSU policies and procedures. Acts as the Department’s primary purchasing cardholder and proxy. Reviews monthly P-Card reconciliations to ensure transactions are appropriate and follow University guidelines and that adequate supporting documents are attached for each purchase. Maintains monthly reconciliation forms in OMNI signed by the P-Cardholder, Supervisor, and Proxy. Makes recommendations regarding purchasing processes and advises on alternatives as needed, including FAMU Foundation reimbursement and pre-payment requests. Regularly reviews outstanding invoices and missing receipts. Communicates with internal stakeholders as necessary and ensures compliance with University policies and procedures. Serves as travel representative in FAMU/FSU systems for the assigned department(s). Interprets and trains faculty and staff in both systems to ensure travelers are up to date and aware of policies, procedures, and processes. Acts as a delegate to prepare travel requests, expense reports, and expense reimbursements. Works with staff, faculty, and students on travel, assisting with lodging, airfare, rental car and conference fees. Enters travel, mileage, and reimbursement reports as needed. Obtains receipts and processes expense reimbursements to ensure compliance with both university and state policies. Utilizes a T-Card for direct payment of travel expenses. Works with FAMU and FSU Central Travel Departments to resolve issues. Compiles and analyzes E&G/Foundation financial reconciliations, identifying potential discrepancies in the ledger for the Program Manager’s review. Submits reconciliation documents to the Program Manager for approval. Ensures retention of reconciliations. Assists the Program Manager with strategic planning and development for budget, procurement, and travel-related procedures. Advises departmental staff on procurement and travel-related items, especially relating to both FAMU and FSU systems. Acts on behalf of the Program Manager in their absence. Develops and maintains partnerships throughout both University in order to attain departmental goals and objectives. Provides training and support to college faculty and staff on policies and procedures related to procurement, travel, and out-of-pocket reimbursements. Reviews applicable policies and procedures with new employees and provides ongoing guidance to current staff. Updates and maintains internal resources, including policy and procedure documentation, and manages procurement and travel forms to ensure accuracy and accessibility. Serves as backup purchasing and travel representative for other departments during staff vacancies or critical needs. Serves as backup to front desk staff. Participates in special projects and assignments that align with goals and objectives of the department. Other duties as assigned. Qualifications Bachelor's degree or a high school diploma or equivalent and four years of experience. (Note: or a combination of post high school education and experience equal to four years.) This position requires suc…

View the full posting and apply