Position Summary

The Purchasing Assistant is responsible for processing purchase requisitions on behalf of the Institute and maintaining inventory for the Institute. Purchasing assistant will manage relationships with Institute’s vendors. Performs market research and negotiates with vendors to contribute to cost-effective purchasing strategies in accordance with the Institutes procurement policies and procedures.

Essential Job Duties 

• Review, evaluate and process purchasing requisitions daily.
• Manage purchase orders, overseeing shipping schedules and maintaining purchase records.
• Verify all orders when received to validate quantity, price, etc., in accordance with original purchase requisition.
• Resolve supplier, procurement and fulfillment issues or discrepancies.
• Assist in stockroom supply distribution and reordering. Maintain and monitor accurate inventory levels of the stockroom.
• Use quarterly and annual data to determine purchasing needs and perform inventory management. Maintain supply inventory utilizing the NetSuite inventory and purchasing system.
• Conduct ongoing market research to identify beneficial purchase agreements and potential vendors
• Assist with monitoring and tagging capital furniture purchases.
• Maintain accurate and organized procurement records in support of the Institute’s annual audit.
• Reconcile purchases made on corporate purchasing card with monthly statement.

All other duties as assigned by the Senior Accountant, Finance and Procurement, including occasionally driving to outside vendors for services and supplies (10%) 

Minimum Qualifications 

• Bachelor’s Degree in logistics, purchasing, supply chain, and/or equivalent experience
• A minimum of 2 years’ experience and in-depth knowledge of purchasing functions, inventory and supply management systems
• Excellent communication, negotiation and interpersonal skills
• Ability to work with minimal supervision and with confidential information
• Strong organizational skills, a good understanding of sourcing and the ability to maintain vendor relationships
• Direct experience with spreadsheet computer applications and purchasing software
• Valid driver’s license required 

Supervisory Responsibilities 

• None

Working Conditions

• Occasional overtime required.
• Ability to lift and carry up to fifty lbs. 

The Institute for Advanced Study retains the right to change or assign other duties to this position at any time.

To perform this role successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. 

The anticipated pay range for this position is $54,000 to $65,000. We offer a comprehensive benefits package including medical, dental and vision insurance, life insurance, short- and long-term disability coverage, flexible spending accounts, paid holidays, paid time off, tuition assistance, retirement plans, and an employee assistance program.

The Institute for Advanced Study is an Equal Opportunity Employer.

For consideration, please apply with a cover letter and resume using this link: https://recruiting.paylocity.com/recruiting/jobs/Details/3322023/Institute-for-Advanced-Study/Purchasing-Assistant

About Institute for Advanced Study

The Institute for Advanced Study (IAS) has served as one of the leading independent centers for theoretical research and intellectual inquiry since its establishment in 1930, advancing the frontiers of knowledge across the sciences and humanities. From founding IAS Faculty Albert Einstein, Erwin Panofsky, and John von Neumann to influential figures Emmy Noether, George Kennan, and J. Robert Oppenheimer to the foremost thinkers of the present, IAS is dedicated to enabling independent inquiry and fundamental discovery. Each year, the Institute welcomes more than 250 of the world’s most promising post-doctoral researchers and scholars who are selected and mentored by a permanent Faculty, all of whom are preeminent leaders in their fields. Among present and past Faculty and Members, there have been 36 Nobel Laureates, 46 of the 64 Fields Medalists, and 23 of the 27 Abel Prize Laureates, as well as many MacArthur Fellows and Wolf Prize winners.

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