Overview
Field Office Coordinator Jobs in San Jose, CA at Tutor Perini Corporation
Department
Center for Advanced Power Systems (CAPS)
Responsibilities
This position is responsible for all department level procurement, receiving, and P-Card processes for the Center for Advanced Power Systems (CAPS). Serves as main P-Card holder and Property Custodian for the Center. Additionally, serves as office manager and is responsible for event planning and coordinating.
Acts as the primary contact for purchasing at CAPS. In consultation with Procurement Services, analyzes requests to determine the best method of procurement and which approvals and systems are required prior to purchase. This includes internal requisitions, SpearMart, and P-card purchases, contracts and related procurement tasks, receiving, and shipping as needed. Provides specifications to Procurement Services for the competitive solicitation process, as needed. Prepares financial and administrative analyses in support of purchasing decisions. Verifies accuracy of purchase orders, contracts, bids and related documentation to assure compliance with state and University policies, procedures, and contract compliance with contractors/vendors. Interprets and advises faculty regarding purchasing policies and procedures. Maintains high level of customer service and positive relationships with vendors, faculty, staff, and others. Responds promptly to purchasing inquires. Makes recommendations and assists in the development and implementation of purchasing processes in consultation with the Assistant Director and Procurement Services. Works with Procurement Services to investigate and resolve purchasing issues with vendors as needed.
Serves as Main P-card holder (1 of 2), and P-card proxy for Center’s other P-card holder. Completes monthly P-card reconciliations. Responsible for audit and payment of vendor invoices and reimbursements. Researches alternative goods or services if requested vendor is unable to fulfill the order in a timely manner. Ensures proper category codes are used for requisitioned goods and services to be billed correctly to the budget. Processes reimbursements for payments in Concur for Research Foundation and FSU Foundation budgets.
Monitors and tracks center’s equipment fabrications, equipment builds in process, and attractive items. Serves as liaison between researchers and Asset Management to accurately account for fabrication costs, and complies expense details to assign value and tag equipment at completion stage. Oversees completion of Equipment Use Request Forms and inventory certifications for attractive items required for off-campus usage. Recommends, develops, and documents processes to ensure compliance with federal, state, and University purchasing procedures. Establishes and maintains back-up documentation for the Center that will serve as the primary auditing purposes, internal accounting, and property records for the Center including Government Furnished Equipment with additional documentation requirements as required by federal grants. Maintains internal workbooks related to tracking of inventory and other assets. Submits Surplus pickup requests as needed. Serves as Property Custodian and works with Asset Management for annual inventory completion documentation.
Acts as the center Office Manager which includes overseeing OPS staff, coordinating schedules to ensure full coverage. OPS staff are responsible for answering center related calls, greeting visitors, data entry, filing, and general organization. In situations where OPS staff are not available, this position is responsible for fulfilling duties, and/or finding appropriate coverage. Responsible for maintaining adequate office inventory, including ordering supplies, training materials, and items needed for events. Coordinates, plans, and oversees events at the Center including room reservations, IT equipment and requests, food purchases, and initiations, etc. Creates monthly newsletter for the center. Responsible for calendar maintenance, room scheduling, document creation, and other tasks as needed for success of an event. Serves as front desk representative giving a high level of customer service to visitors.
Maintains internal purchasing spreadsheets including fiscal year blanket purchase orders for the Center. Responsible for analyzing spending trends on budgets, monitoring and maintaining proper balances for internal Auxiliary PO’s. Compiles and reconciles internal PO balance reports for Grant Compliance Analysts to ensure accuracy in charges. Prepares annual projections for recurring purchase orders, such as blanket POs and internal Auxiliary POs to make recommendations to the Business Manager for annual budgeting.
Qualifications
Bachelor’s degree and two years of experience; or a high school diploma/equivalent and six years of experience. (Note: a combination of post high school education and experience equal to six years.)
Contact Info
Rachel Brouwer
850-645-2157
University Information
One of the nation’s elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news!
Learn more about our university and campuses.
FSU Total Rewards
FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.
Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.
How To Apply
If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service.
Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.
Considerations
This is an A&P position.
This position requires successful completion of a criminal history background check.
Normal business hours should be 8am-5pm, but hours may vary occasionally and after-hours may be needed on evenings and weekends for events.
Equal Employment Opportunity
FSU is an Equal Employment Opportunity Employer.
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Title: Field Office Coordinator
Company: Tutor Perini Corporation
Location: San Jose, CA
