Employment at ArtCenter

Support Services

Purchasing Coordinator

All members of the ArtCenter (or College) community are Guardians of Mission. Every position in the College plays an important part in carrying out the values, goals, strategic vision, and mission of the College. This includes diversity, equity, inclusion and culture.

This position is responsible for data entry, verifying the accuracy of the purchase order numbers listed on invoices, scanning/matching up of the packing slips to invoices and bundling them into pdf format; including the work flow processing of electronic invoices for payment and creating excel spreadsheets for vendors that we pay via ACH. Responsibilities also include processing or updating purchase order requests and emailing, or mailing the hardcopies to the vendors.

Reports to: Purchasing Supervisor, Support Services

FLSA status: Non-Exempt

Salary grade: 6


Qualified applicants should email their cover letter with resume and employment application to hr@artcenter.edu with the subject line “Support Services: Purchasing Coordinator”.

Applicants responding to posted job openings are asked to include a completed employment application with the application materials listed in the job posting.

Download ArtCenter Application

This position was  posted on 09/23/21


Qualifications

  • Minimum of 3 years’ experience in purchasing in purchasing and/or accounts payable work
  • High school diploma; two-year degree from an accredited college or institution, or a combination of education and experience
  • Proficiency in Microsoft Office (Word, Excel, Outlook), QuickBooks/Mas90 or similar
  • Excellent interpersonal skills to work effectively in a multi-ethnic and multi- cultural environment, with all levels of faculty and staff, outside professionals and other vendors
  • A commitment to diversity, and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities
  • Ability to handle all information with tact and discretion and recognizes the confidential nature of ArtCenter business

Preferred Qualifications

  • Associates degree from an accredited college or university
  • Data entry, 10-key
  • Background in art and design

Experience working in education

 


Essential Functions

Operational -95%

  • Match electronic invoices with packing lists and pdf bundle them; obtain necessary email approvals from staff for service invoices such as equipment installation, repairs, consulting, advertisements, mass mailings, transportation, equipment rentals and then pdf bundle them with electronic invoices
  • Contact staff members via email for missing receipts, and/or packing slips (when staff members pick up items) to process invoices
  • Verify purchase order numbers for invoices and contact staff for new purchase orders or revisions if needed
  • Process verified, bundled invoices into Perceptive Content electronic workflow steps to AP Department
  • Scan all incoming contracts, insurance certificates and other necessary documents to the shared contract files
  • Set up all new/update out-of-state honorariums when W-9 forms are received
  • Process all Electronic Purchase Order requests after they are approved by Director of Purchasing or Purchasing Supervisor and then email purchase orders and quotes to the vendors
  • Pay all College utility invoices such as Fed Ex, UPS, and Internet bills via the internet with Director's credit card
  • Maintain current purchase order numbers on Amazon.com shipping addresses for Corporate Account staff purchases; add and delete staff as necessary
  • Reconcile Wells Fargo credit card statements on a monthly basis
  • Reconcile vendor statements and contact vendors for unreceived invoices, credit memos and proof of delivery slips when not submitted by staff members
  • Create biweekly or monthly backup spreadsheet and documentation for vendor accounts paid electronically by Accounting

Non-Essential duties — 5%

  • Attend outside training when requested
  • Serve on college-wide committees
  • Other duties as assigned

Mandatory Duty to Report

All employees who know or have reason to know of allegations or acts that violate ArtCenter’s Title IX Policy prohibiting discrimination, harassment, retaliation, sexual harassment, sexual misconduct, sexual violence, dating violence, and stalking shall promptly inform the Director, Title IX Compliance and Programs, or designee or the Associate Dean of Students or designee. Faculty with a mandatory duty to report are required to disclose all information including the names of the parties, even where the person has requested their name remain confidential.

Pursuant to the California Child Abuse and Neglect Reporting Act (CANRA), all employees who know of or have reason to suspect child abuse or neglect involving alleged victims under age 18 shall promptly inform local law enforcement or the county welfare department.


Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

This is a full-time position. Normal business hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. The position is eligible for flexible scheduling and can be performed remotely-in region, hybrid or may be required as a condition of employment. 

Environment: Work is performed both in a standard office setting and outside with frequent interruptions and distractions; extended periods of time viewing computer, monitors and machinery; interactions with other individuals. Due to the nature of the work environment, there is exposure to fumes, dust and noise.

Physical: The position is performed in an office and various campus settings. Primary functions require sufficient physical ability and mobility to work in an office or move around campus; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (up to 10 pounds); to operate modern office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Regular and consistent attendance are required for most positions; must be able to travel between campuses and to off-site locations.

Vision: Must be able to have the visual capacity to perform activities such as preparing and reading reports, looking at equipment, viewing a computer terminal and other normal work with or without correction.

Hearing: Must be able to communicate effectively in the course of normal office communication or exchange ideas with or without correction.

The above statements are intended to describe the general nature and level of work performed by the employee assigned to this job; they do not purport to describe all functions. Employees may be assigned other duties, and the essential functions may be changed from time to time as necessary.


ArtCenter College of Design is committed to excellence through the establishment of a diverse faculty and staff that best represents our student body and its surrounding communities. The College considers qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability. Applicants who wish to request an accommodation for a disability may contact the Human Resources Department at (626) 396-2270.