"Technical Purchasing and Financial Coordinator"

Job Summary

The Technical Purchasing and Financial Coordinator is key to the research and teaching mission of the Department of Biology. The Coordinator is responsible for procurement, fiscal record keeping, contract administration, and compliance required for the department’s teaching and research.

Duties & Essential Job Functions

Department Resource Acquisition, Management, and Distribution.
1. Performs all purchasing operations for the Biology Department including identification and set up of vendors; obtaining price quotes; comparing vendor prices; negotiating with vendors to obtain best pricing; preparing and submitting purchase orders; consulting with faculty and staff to select specific products; tracking orders; monitoring backorders; and routing invoices and reimbursement requests to the appropriate parties.
2. Identifies and negotiates with vendors for chemicals, equipment, and high-volume consumables ensuring cost efficiency and timely delivery.
3. Maintains accurate chemical inventory, working with TCU Risk Management and Environmental Health & Safety for regulatory compliance, and supervises yearly physical audits of chemical inventory. Implements electronic inventory and purchasing systems within department budget.
4. Processes honorariums and awards for graduate student award recipients and seminar speakers.
5. Coordinates and manages travel arrangements and reimbursements for faculty, graduate students, and visitors.

Department Financial and Asset Oversight Assistance
6. Monitors the departmental budgets. Records revenues, expenditures, obligations and commitments. Keeps detailed records to reflect current budget status. Reconciles records with Controller’s reports at least monthly and reports to the department chair in managing departmental budgets.
7. Monitors faculty research budgets. Records revenues, expenditures, obligations and commitments. Keeps detailed records to reflect current budget status. Reconciles records with Controller’s reports at least monthly and reports to the principal investigators as requested.
8. Assists faculty in developing budgets associated with internal and external grant requests.
9. Provides monthly department budget and fund balance summaries to department leadership and assists CSE leadership with internal grant oversight
10. Assists with various department fiscal responsibilities, including reconciling budget records with Controller’s monthly reports and processing department reimbursements

University Research Asset Oversight and Compliance
11. Manages specified research assets across the university by maintaining a research equipment inventory.
12. Coordinates with faculty to inventory equipment by placing tags and entering information into the system.
13. Coordinates facility, equipment, and vehicle inspections and repairs.

Administrative and Contract Management.
14. Secures maintenance agreements to ensure safe and effective operation of fixed assets required for research and teaching.
15. Coordinates with equipment manufacturers, research PIs, and department & college leadership to annual maintenance agreements for negotiating with vendors and coordinating shared-cost agreements with CSE and other departments to prevent coverage gaps.
16. Maintains financial accuracy and equipment reliability to prevent disruptions to teaching and research
17. Coordinates with Research Instrumentation Specialist to source and fund necessary repairs.

Personnel Operations
18. Recruits and supervises student office workers and approves student worker hours.
19. Assists Biology lab coordinators with the recruitment and onboarding of undergraduate laboratory assistants.
20. Trains students’ employees in maintaining accurate chemical inventory, coding stockroom purchases, and monitoring purchases of consumables.
21. Manages hiring paperwork for externally and internally funded undergraduate and graduate student researchers in research labs.
22. Creates a professional and friendly Biology office environment.
23. Performs other related duties as assigned.

Required Education & Experience

• Bachelor’s degree or equivalent.
• Minimum 3 years’ experience in Bookkeeping and Accounting.

Preferred Education & Experience

• None

Required Licensure/Certification/Specialized Training

• None

Preferred Licensure, Certification, and/or Specialized Training

• None

Knowledge, Skills & Abilities

• Knowledge of record keeping techniques.
• Knowledge of customer service techniques.
• Skill in Microsoft Windows navigation.
• Skill in some or all components of Microsoft Office.
• Ability to communicate information.
• Ability to manage multiple projects and meet deadlines.

TCU Core Competencies

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations)

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 20 lbs.

Work Environment

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.

Employment Values Statement

Texas Christian University values Integrity, Engagement, Community, and Excellence in the workplace. TCU treats applicants and employees with fairness and respect. TCU hires and promotes individuals based on their qualifications and their commitment to making a positive impact on our student-centered community. TCU is an equal opportunity employer and follows all applicable employment laws. TCU fairly considers all qualified individuals, ensuring we are a workplace free from unlawful discrimination and harassment.