Administrative Program Support 2

JOB SUMMARY

Under the direction of the Associate Director of Procurement or designee, this position is responsible for the specialized functions of the Commissary Warehouse related to the purchasing and warehousing operations of the Commissary in support of the Department of Dining Services.

DUTIES AND RESPONSIBILITIES

• Assists in maintaining an efficient and effective procurement/purchasing service system and ensures safe and sanitary conditions, in accordance with applicable standards, laws, policies and regulations, under the direction of the Senior Associate Director for Procurement.
• Responsible for evaluating, supervising and recommending staffing requirements and other personnel matters as they pertain to those that report to this position. Determines work schedules and work assignments as necessary.
• Controls costs within the assigned unit in keeping with approved budgets.
• Responsible for the maintenance of all appropriate records, including fiscal and personnel records, necessary to the proper functioning of the procurement/purchasing unit.
• Works with Senior Associate Director to develop annual goals and objectives for assigned areas of responsibility.
• Works with the Senior Associate Director to coordinate special projects in conjunction with the appropriate dining service personnel, DDS purchasing, and outside contractors, as necessary.
• Prepares and processes purchasing-related forms and reports.
• Prepares and processes related bid information.
• Ensures timely billing for internal and outside sources. Follows through to ensure payments are received and processed.
• Ensures proper shipping and billing of equipment, parts, uniforms, stocked items and other related functions for department units.
• Assists with compiling data and information needed to determine Request for Proposals (RFP) & Request for Quotations (RFQ) requirements.
• Open or close the building, ensuring all safety and security procedures are followed.
• Matches receiving records to invoices and appropriate Purchase orders. Prepares invoices for processing.
• Works with DDS units and vendor representatives to address any issues with orders, deliveries, pricing and other related functions and obtains any credits due.
• Works with vendors to obtain acceptable substitutes for out-of-stock items required by dining operations.
• May participate in the bid evaluation process.
• Back-up for weekly price downloads in the food management system.
• Approved purchaser on the department Pro-card. Follows all UConn Procurement Pro-care guidelines.
• Research product information for Assistant Director of Culinary Development to include nutritional information, allergens, price, stock level, etc.
• May assist with compiling bid specifications for complex Request for Proposals (RFP) or Request for Quotations (RFQ).
• Works closely with the Fiscal Manager to resolve customer billing concerns.
• Performs other duties as assigned.

Duties as back-up for Commissary Assistant Manager:

• Maintains accuracy of product information in FoodPro, the menu management system, to include item names, descriptions, pack sizes, vendor codes, pricing, rations and order group information. Analyzes where and why inaccuracies have occurred and takes steps to rectify problems.
• Conducts inventory counting and reconciliation of stocked items on a regular basis.
• Responsible for the coordination of Panda Asset for the entire Department of Dining Services.
• Prepares reports from the menu management system as required and utilizes reports to determine future purchasing needs or to document historical data.
• Utilizes Kuali and Husky Buy to process forms, place orders or research history, as needed.
• Conducts inventory of warehouse-stocked items regularly to maintain accuracy.
• Provides pricing information upon request for inquiries made by potential internal customers.
• Holds direct reports accountable to university policies and procedures.
• Contacts vendors to obtain quotes/pricing information for pre-approved purchases and those needing quotes prior to approval, following purchasing and department guidelines.
• Contact vendors regarding any delivery and/or credit issues that arise to ensure timely reporting of issues, to ensure credits can be processed in a timely manner. Maintains records related to credits due with specificity.
• Places orders with vendors via electronic processing, email or fax, depending upon vendor requirements. Ensures orders are accurate.
• Works with other university departments, as needed, to provide and obtain food and/or supplies to the university community.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in a related field, such as Foods and Nutrition, Institutional Management, and two or more years of related experience or equivalent combination of education and experience.
• Demonstrated knowledge of all aspects of a university dining services operation, including menu planning, food preparation, sanitation, equipment and merchandising, and cost control.
• Articulated commitment to, demonstrated understanding of, and/or experience working with diverse populations.
• Articulated knowledge of basic accounting principles.
• Demonstrated ability to communicate information effectively.

PREFERRED QUALIFICATIONS

• Proven fiscal budgetary responsibilities.
• Demonstrated procurement/purchasing experience.
• Demonstrated knowledge of FoodPro or comparable menu management software.
• ServSafe certification.

APPOINTMENT TERMS

This is a full-time, permanent position.  The University offers a competitive salary, and outstanding benefits, including employee and dependent tuition waivers at UConn, and a highly desirable work environment.  For additional information regarding benefits, please visit https://hr.uconn.edu/health-benefits/ and explore the sections under the Benefits & Leaves and Engagement & Learning headers. Other rights, terms, and conditions of employment are contained in the collective bargaining agreement between the University of Connecticut and the University of Connecticut Professional Employees Association (UCPEA).

TERMS AND CONDITIONS OF EMPLOYMENT

Employment of the successful candidate is contingent upon the successful completion of a pre-employment criminal background check.

TO APPLY

Please apply online at https://hr.uconn.edu/jobs, Staff Positions, Search #499330 to upload a resume, cover letter,and contact information for three (3) professional references.Submissions without this information may not be considered.

This job posting is scheduled to be removed at 11:55 p.m. Eastern time on December 5, 2026.

All employees are subject to adherence to the State Code of Ethics which may be found at https://portal.ct.gov/Ethics/Statutes-and-Regulations.

All members of the University of Connecticut are expected to exhibit appreciation of, and contribute to, an inclusive, respectful, and diverse environment for the University community.

The University of Connecticut aspires to create a community built on collaboration and belonging and has actively sought to create an inclusive culture within the workforce. The success of the University is dependent on the willingness of our diverse employee and student populations to share their rich perspectives and backgrounds in a respectful manner. This makes it essential for each member of our community to feel secure and welcomed and to thoroughly understand and believe that their ideas are respected by all. We strongly respect each individual employee’s unique experiences and perspectives and encourage all members of the community to do the same. All applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

The University of Connecticut is an AA/EEO Employer.