Department Services CoordinatorChemistry Department

POSITION SUMMARY

Under the direction of the department chair, the Department Services Coordinator provides a wide range of senior administrative support to the Chemistry Department to enhance the teaching, academic, and professional work of all department professors, and to enhance the learning environment for students.

SUMMARY OF DUTIES, RESPONSIBILITIES AND GOALS

The following statements are intended to describe the general nature and level of work being performed by an individual assigned to this job. Other duties may be assigned.

1. Provides assistance to the department chair in handling administrative departmental responsibilities including data tracking; organizing files on majors, minors; preparing special reports and working on special projects; assisting with comprehensive exams and projects; and assisting with faculty searches.

2. Processes a high volume of vendor purchase orders, invoices, and packing slips. Maintains and updates coded purchase order-system for department and specific professors. Accepts vendor deliveries. Maintains vendor files. Works with vendors to resolve problems. Orders department specific supplies.

3. Act as building manager including handling building needs as they occur by submitting work orders and/or contacting facilities or campus safety as needed.

4. Serve as liaison between facilities, chemistry department faculty, environmental health and safety (EH&S) and campus safety in coordinating building constructions projects.

5. Has primary responsibility for monitoring department budget. Maintains records for faculty research budgets. Ensures budget accuracy, resolves discrepancies, transfers funds, processes invoices, identifies and charges appropriate accounts. Works with the Business Office regarding budgets, accounts payable, cashier needs, and payroll issues. Provides budget reports to department chair and faculty members regularly.

6. Negotiates vendor contracts and places departmental and faculty orders. Maintains and updates chemical and supply inventory. Monitors changes in pricing and notifies Chair and faculty

7. Processes a high volume of vendor purchase orders, invoices, and packing slips. Maintains and updates coded purchase order-system for department and specific professors. Accepts vendor

deliveries. Maintains vendor files. Works with vendors to resolve problems. Orders department specific supplies.

8. Hires, trains, and supervises all student workers. Assists faculty in hiring other student positions including tutors, graders, and lab assistants. Creates department specific information guide for student workers.

9. Maintains petty cash fund. Issues departmental keys. Orders and maintains office supplies.

10. Prepares flyers for seminars and lectures and sends campus wide email announcements for all department events. Submits calendar items to Communications Director for OXY online calendar.

11. Processes all stipends and honoraria for invited speakers.

12. Performs other duties and projects as assigned or requested.

QUALIFICAITONS

5 years senior level administrative support experience, preferably in an academic environment. Experience must include significant accounts payable experience, including negotiating vendor

contracts. Thorough knowledge of all general office and secretarial practices and procedures. General accounting skills, including thorough knowledge of accounts payable, purchase orders,

invoices, and budget maintenance. Strong leadership skills and ability to effectively supervise student workers. Requires computer proficiency in word processing, spreadsheets, and email applications and

knowledge of a standard accounting software program. Proficiency with creating and maintaining web pages and ability to conduct Internet research. Must possess strong interpersonal skills and be able to interact in a professional and helpful manner

with students and professors as well as all members of the campus community. Must have excellent written and verbal communication skills, and the ability to organize and

prioritize work for multiple professors. Ability to organize, analyze and report information, particularly budget and other quantitative items. Must possess outstanding organizational skills with ability to handle multiple projects and

understand the shifting priorities of the department. Excellent customer service demeanor. Bachelor’s degree strongly preferred.

APPLICATION INSTRUCTIONS

Please submit a resume and cover letter explaining how your qualifications meet the requirements of the position to resumes@oxy.edu. All offers of employment will be contingent on a successful background check.

We will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.