Department Purchasing & Travel Representative - Mechanical & Aerospace Engineering Department

Florida State University; Tallahassee (FL); On-site; USD 42,000 - 60,000; Full time

Job summary

Florida State University is seeking a detailed and organized Purchasing & Travel Coordinator in the FAMU-FSU College of Engineering. The role focuses on managing department purchasing and travel within university policies and budget constraints, serving as primary contact for procurement tasks.

The position requires a Bachelor's degree (or equivalent) with four years of related experience, and the candidate must obtain the eSPEAR Certification within six months of hire.

Qualifications

• Bachelor's degree or a high school diploma or equivalent with four years of related experience.
• Successful completion of eSPEAR Certification or ability to obtain within 6 months of hire.
• Familiarity with university procurement policies and travel procedures.

Responsibilities

• Serve as the department's primary contact for purchasing and travel; ensure transactions comply with university policies and budget specifications.
• Provide day-to-day guidance and coordination of purchasing activities; obtain and review quotes and determine best purchasing methods within FAMU/FSU systems.
• Enter requisitions, track purchasing from requisition to delivery and receipt; monitor invoice payments and vendor payments (ePRF).
• Process and submit travel requests, expense reports, and reimbursements; assist with lodging, airfare, rental cars, and conference fees.
• Maintain records, reconcile purchases and travel expenses, and ensure supporting documents are attached; communicate with stakeholders to ensure compliance.

Skills

Procurement experience

Travel management

Budget awareness

Education

Bachelor's degree

High school diploma or equivalent

eSPEAR Certification

Job description

Department

FAMU-FSU College of Engineering - Mechanical & Aerospace Engineering Department

Responsibilities

Serves as primary contact for purchasing and travel for the Department of the College of Engineering. Ensures financial transactions adhere to University policies and regulations and meet budget specifications of the Department.

Provides day-to-day guidance and coordination of purchasing activities for the assigned department(s). Responsible for obtaining and reviewing quotes, determining best purchasing methods to utilize within FAMU and FSU systems. Enters requisitions, tracks purchasing from requisition to delivery and receipt, and monitors invoice payment. Processes ePRF vendor payments. Facilitates procurement processes and contract submission. Monitors purchasing activities daily by utilizing queries and reports. Assists in creating a sound environment of internal controls by ensuring purchases comply with both FAMU and FSU policies and procedures. Acts as the Department’s primary purchasing cardholder and proxy. Reviews monthly P-Card reconciliations to ensure transactions are appropriate and follow University guidelines and that adequate supporting documents are attached for each purchase. Maintains monthly reconciliation forms in OMNI signed by the P-Cardholder, Supervisor, and Proxy. Makes recommendations regarding purchasing processes and advises on alternatives as needed, including FAMU Foundation reimbursement and pre-payment requests. Regularly reviews outstanding invoices and missing receipts. Communicates with internal stakeholders as necessary and ensures compliance with University policies and procedures.

Serves as travel representative in FAMU/FSU systems for the assigned department(s). Interprets and trains faculty and staff in both systems to ensure travelers are up to date and aware of policies, procedures, and processes. Acts as a delegate to prepare travel requests, expense reports, and expense reimbursements. Works with staff, faculty, and students on travel, assisting with lodging, airfare, rental car and conference fees. Enters travel, mileage, and reimbursement reports as needed. Obtains receipts and processes expense reimbursements to ensure compliance with both university and state policies. Utilizes a T-Card for direct payment of travel expenses. Works with FAMU and FSU Central Travel Departments to resolve issues.

Compiles and analyzes E&G/Foundation financial reconciliations, identifying potential discrepancies in the ledger for the Program Manager’s review. Submits reconciliation documents to the Program Manager for approval. Ensures retention of reconciliations.

Assists the Program Manager with strategic planning and development for budget, procurement, and travel-related procedures. Advises departmental staff on procurement and travel-related items, especially relating to both FAMU and FSU systems. Acts on behalf of the Program Manager in their absence. Develops and maintains partnerships throughout both University in order to attain departmental goals and objectives.

Provides training and support to college faculty and staff on policies and procedures related to procurement, travel, and out-of-pocket reimbursements. Reviews applicable policies and procedures with new employees and provides ongoing guidance to current staff. Updates and maintains internal resources, including policy and procedure documentation, and manages procurement and travel forms to ensure accuracy and accessibility. Serves as backup purchasing and travel representative for other departments during staff vacancies or critical needs. Serves as backup to front desk staff. Participates in special projects and assignments that align with goals and objectives of the department. Other duties as assigned.

Qualifications

Bachelor's degree or a high school diploma or equivalent and four years of experience. (Note: or a combination of post high school education and experience equal to four years.)

This position requires successful completion of the eSPEAR Certification or ability to obtain the certification within 6 months of hire

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 Florida State University and our campuses.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our FSU Total Rewards website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

Use our FSU Total Compensation Calculator to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.

Veterans' Preference

Certain service members and veterans, and the spouses and family members of such service members and veterans, Certain service members and veterans, and the spouses and family members of such service members and veterans, receive preference and priority, and certain service members may be eligible to receive waivers for post secondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled. Veterans' Preference applies to University Support Personnel System (USPS) positions only.

IMPORTANT: To claim Veterans' Preference, select “yes” to the question on the application questionnaire and upload a DD-214 (or equivalent), the Veterans' Preference Certification form, and other documentation if applicable with your online application before midnight of the position closing date.

Click the links for Veterans’ Preference eligibility requirements and Veterans’ Preference required documentation (PDF), or call FSU Human Resources at [phone].

Considerations

This is an USPS (University Support Personnel System) position.

This position requires successful completion of a criminal history background check.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.