Expenditure Assistant - Military veterans preferred

Expenditure Assistant

US-NY-Bronx

Job ID: 2025-17602
Type: Administrative Support
# of Openings: 1
Category: 1199 Union
Albert Einstein College of Medicine

Overview

This position is responsible for processing expenditure items in an efficient and controlled manner to ensure prompt payment, while also providing administrative support across the department and responding effectively to both internal and external queries.

The Institute for Animal Studies (IAS) oversees animal procurement and animal care at Einstein. All animal orders and import requests are managed through the IAS administrative office.

The Expenditure Assistant is responsible for receiving and processing Animal Order requests and Animal Import requests. Order processing requires direct communication with vendors to confirm the availability of the requested strain, age, sex, condition, and number of animals, as well as to ensure delivery by the requested date.

All animal orders and import requests are processed through the business software e-Sirius (Cayuse). The Expenditure Assistant enters data from paper submissions or completes the ordering process for requests submitted electronically by investigators. Once orders are processed, placed, and confirmed with vendors, the Expenditure Assistant prepares "vendor delivery reports" (lists of expected animal deliveries for the following week) and generates animal ID cards/cage cards.

In addition, this position provides general administrative support to the department, including placing approved materials and supplies orders as needed.

Animal Procurement & Management

• Place and follow up on animal orders with vendors.

  • Review requisitions for accuracy.

  • Verify prices and availability of specific animals/items.

  • Resolve issues such as unavailable or undeliverable items, incorrect strains/sex/age, missing or unhealthy animals, broken items, billing errors, and documentation problems.

  • Prepare and modify purchase orders.

  • Maintain records of purchase orders and invoices.

  • Maintain the work order system.

  • Determine appropriate account numbers, availability of funds, and confirm Animal Use Protocols when needed.

• Process all weekly animal orders in a timely manner, ensuring requests are placed, processed, and confirmed before the week’s end.

• Address animal delivery issues immediately.

• Work extensively with the e-Sirius program to:

  • Place animal orders.

  • Manage billing.

  • Create, activate, and deactivate bar-coded cage cards/labels.

• Place feed and bedding orders.

• Communicate with investigators and staff regarding their animal orders and census.

Administrative Duties

• Proficiency with Microsoft Word, Outlook, and Excel, with the ability to learn and use department business systems (e.g., e-Sirius/Cayuse).

• Demonstrate strong judgment, initiative, and attention to detail.

• Prioritize time-sensitive assignments with minimal direction.

• Work independently and manage projects from start to finish.

• Provide excellent customer service, communication, and organizational support.

• Apply knowledge of departmental and college policies and procedures, handling inquiries with sound judgment while escalating issues as appropriate.

• Assist with data entry and database maintenance.

• Maintain office equipment and supplies, including managing service contracts and ordering as needed.

• Prepare routine correspondence for the supervisor.

• Bachelor’s Degree and 3-5 years of administrative experience. Equivalent combination of experience, training and/or education will be considered;

Scope of Responsibility

• Deals directly with individuals and groups, both internal and external to the college, exercising independent judgment on routine matters requiring knowledge and interpretation of policy.
• Order processing involves direct communication with vendors to ensure availability of the correct strain, age, sex, condition, and numbers requested in the order, as well as delivery dates.
• Order processing also requires direct communication with investigators and staff (requestors) regarding animal availability and to discuss alternatives and make modifications to the order based on vendor availability.
• Animal procurement is a time sensitive activity and requires strong attention to detail so that ordering information is placed and communicated accurately.

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