Purchasing Assistant

Inside Higher Ed; Gainesville (FL); On-site; USD 24,796 - 26,174; Full time

Job summary

A leading educational institution in Gainesville, FL is seeking a Purchasing Assistant to manage procurement for student programming. Responsibilities include facilitating the procurement of goods, managing office services, and ensuring the accuracy of inventory. The ideal candidate has a high school diploma with at least one year of relevant experience and familiarity with financial processes. This full-time role offers a competitive hourly wage ranging from $18 to $19, and an opportunity to contribute to a vibrant university environment.

Qualifications

• High school diploma or equivalent and one year of appropriate experience.
• Familiarity with UF Finance and Accounting processes.
• Experience with record keeping processes.

Responsibilities

• Assist with purchasing functions for department.
• Lead receiving and distribution of goods.
• Manage office services and supply areas.

Skills

Proficiency with computers and basic software applications

Ability to communicate with various levels of staff

Attention to detail

Professionalism and dependability

Ability to work independently

Education

High school diploma or equivalent

Tools

Microsoft Office

UF MarketPlace

Job description

Job No: 539087

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Facilities Operations/Skilled Trades, Office/Administrative/Fiscal Support, Veteran's Preference Eligible

Department: 07700100 - HO-HOUSING OFFICE

Job Description

• Classification Title: Purchasing Assistant

Classification Minimum Requirements

High school diploma or equivalent and one year of appropriate experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.

Responsibilities

Assist with student programming purchasing functions for department.

• Facilitate procurement of goods and services for student programming across the department
• Create carts in UF MarketPlace to initiate purchasing of items
• Review purchasing requests in internal departmental purchasing system
• Review and maintain pending purchase orders; follows up as needed
• Responsible for communicating status updates or information on purchases to requestors

Lead the receipt and distribution of goods

• Lead the receiving and checking-in of goods delivered to the central receiving area
• Review and approve receiving documentation for completeness and accuracy; ensure items match purchase orders
• Prepare received orders for distribution to requestors; distribute as needed

Manages the Office Services photocopy area, mailroom, and office supply areas

• Manage and operate photocopy services for the department
• Support unit office by responding to walk-in requests, answering phones, and responding to email inquiries
• Responsible for ordering, tracking, and issuing all office supplies for the department
• Provide support for all mail functions and acts as liaison for University Mail Services, United States Post Office, and other special mail delivery services (e.g. UPS, FedEx); sort incoming mail/packages and deliver to appropriate area or individual; process outgoing mail
• Deliver departmental bank bag to Criser Hall daily

Assist with processing receiving, delivery of items as well as maintaining inventory for all products purchased within area of responsibility

• Ensure orders received are complete and accurate following up with vendors as required
• Coordinate delivery of items as well as distribution to the various internal units after items are received
• Serve as back-up to fulfill inventory supply requests from current inventory of products as needed.
• Assist in the loading and unloading of supplies and equipment to the receiving areas
• Assist in maintaining inventory of materials and supplies for area of responsibility
• Assist with conducting physical inventories of supply warehouse and furniture shop operations.

Develop reports, handle special projects, tasks, and other duties as assigned.

• Perform administrative tasks as required such as filing, scanning, and faxing
• Operates state vehicles

Expected Salary

$18 - $19 per hour

Required Qualifications

High school diploma or equivalent and one year of appropriate experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred

EDUCATION & EXPERIENCE

• Familiarity with UF Finance and Accounting processes and procedures UF Procurement policies and procedures
• Knowledge of UF MarketPlace
• Experience with stores/receiving operation
• Experience with record keeping processes and procedures

SKILLS

• Demonstrated proficiency with computers and basic software applications (e.g. work order management systems, Microsoft Office)
• Demonstrated ability to communicate with various levels of staff and interpersonal skills
• Demonstrated attention to detail, professionalism, dependability, and timeliness

ABILITIES

• Ability to remain discreet and respect the privacy of residents, tenants, and/or guests.
• Ability to work independently
• Demonstrated ability to function effectively in a fast‑paced environment with frequent interruptions
• Demonstrated ability to handle multiple projects or tasks simultaneously
• Demonstrated ability to understand, interpret, and apply rules, regulations, policies, and procedures
• Demonstrated ability to work as part of a team in a multi‑faceted environment

Special Instructions To Applicants

• In order to be considered, you must upload your cover letter and resume.
• Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required

Yes

Applications Close

05 April 2026

To apply

To apply, visit https://explore.jobs.ufl.edu/en-us/job/539087

Our Commitment

The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.