Job description
Stanford University School of Medicine’s Department of Psychiatry & Behavioral Sciences is seeking a Purchasing and Logistics Coordinator (Administrative Associate 2) to oversee the distribution of office equipment to include the purchase and tracking of computers and basic office and ergonomic equipment to support a distributed workforce (on-site, hybrid, full remote) within the department. The Purchasing and Logistics Coordinator will need to be highly organized in order to track the purchase and distribution of office equipment throughout the equipment’s lifecycle (new requests, upgrades and the return of issued items). The Coordinator will be tasked with partnering with the University’s Environmental Health & Safety department in ordering recommended ergonomic equipment for department Staff and Faculty as well as overseeing ergonomic reimbursements that align with the University’s policy.
The Department of Psychiatry and Behavioral Sciences of Stanford Medicine has a great tradition of fundamental science, translational and clinical research, subspecialty expertise, multidisciplinary education, and influential leadership. The overarching aim of creating a better future is predicated on our shared pursuit of discovery across the basic, translational, clinical, and population sciences and on our collaborative efforts to translate new knowledge in our training of scientists and expert clinicians, in supporting the careers of outstanding faculty and learners, and in addressing the needs of communities, local and global.
Duties include:
- Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
- Perform duties associated with overseeing and coordinating the purchasing of basic office and ergonomic equipment and serving as liaison with internal and external vendors.
- Creates order inventory and tracking mechanisms
- Responsible for submitting ergonomic equipment reimbursements in alignment with University policies
- Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
- Maintain office equipment; obtain vendor quotations, as needed.
- Maintain approved content on department website.
- - Other duties may also be assigned
- Demonstrated commitment to diversity, equity, and inclusion
- Exceptional ability to maintain an organized process for inventory control and management
- Experience in academic medicine, higher education, healthcare, or in a customer service/customer facing role is desirable
- Proficient in the use of Smartsheets or similar tool is preferred
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and three years of administrative experience, or combination of education and relevant experience.
- Proficient computer skills and demonstrated experience with office software and email applications.
- Demonstrated success in following through and completing routine tasks.
- Strong organizational skills and attention to detail.
- Strong verbal and written communication skills.
- Excellent customer service and interpersonal skills.
- Ability to prioritize and multi-task.
PHYSICAL REQUIREMENTS*:
- Constantly perform desk-based computer tasks.
- Frequently sitting.
- Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 20 pounds.
- Rarely twist/bend/stoop/squat, kneel/crawl.
- - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.
WORK STANDARDS
- Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
- Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
- Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.
***As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy
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