Job ID361281 LocationTwin Cities Job FamilyLR-Clerical Full/Part TimeFull-Time Regular/TemporaryRegular Job Code1826 Employee ClassAFSCME Unit 6 - Clerical About the Job The Animal Order Specialist (1826) position will receive animal order requests and import/export requests from investigators and/ or their lab staff. This task involves following the order through the process from request to delivery and apply problem solving skills to ensure excellent customer service. This position will back up other order processors in the department as well as animal breakouts and the supply cage activities and any other tasks assigned by the Business Operations Manager. Position Responsibilities: Process Animal Orders (50%) * Respond to and process all assigned animal order inquiries/requests * Act as a subject matter expert on ordering & procurement policies and procedures * Communicate and place corresponding orders with vendors * Verify and correct orders per vendor confirmations and reconfirm changes with requesting lab * Independently communicate to both lab staff and vendors about changes to orders, credit requests, replacement requests, shipping date & other procedural problems as they arise * Organize and release documentation for orders to staff and stakeholders prior to arrival * Maintain schedule calendar and act as liaison between vendors, labs and department staff * Track individual orders & logistical status from initial request to final housing with labs * Independently troubleshoot and resolve issues between vendor and research labs * Close out and archive all completed order documentation Process Animal Import and Export Requests (30%) * Respond to and process all animal import and export requests, including obtaining appropriate animal health records for review by appropriate veterinary teams * Communicate and coordinate transportation with third party logistics couriers and institutions * Process appropriate paperwork for third part logistics couriers * Validate and complete billing to labs and institutions Billing Verification (5%) * Compare price on WDS generated animal order to vendor invoice and adjust charges in WDS so the two match. * EFS/ PeopleSoft required training (the following minimum coursework must be taken and all assessments passed in order to pass the 6 month probationary period): o FIN099 - Chart of Accounts Overview o FIN101 - Basic Accounting o FIN103 - Chart of Accounts (Instructor led course) Customer Service and General Office Duties (10%) * Gather and compile data and maintain filing systems as they pertain to animal ordering and inventory - regularly evaluate data for accuracy and completeness * Triage departmental email from group email accounts * Draft, edit and submit departmental notices & announcements related to animal ordering * Manage and maintain office supplies and equipment * Email/ copy/ fax documentation as required * Assist with informal orientation and training of other employees and creating of training materials related to ordering as requested Backup and Other Duties (5%) * Back up animal breakouts and supply cage tasks and other activities as requested * Participate on special projects as assigned * Answer the main departmental phone line and triage calls Qualifications Required Qualifications: High school diploma/ GED and two years of related office and administrative experience. Training/ education may be substituted for some of the years of experience. Demonstrated competency in basic Microsoft Office and Google Suite applications Demonstrated excellent time management and organizational skills to meet weekly deadlines in a fast-paced environment Experience working in a customer service environment Preferred Qualifications: Research animal experience/ background Effective verbal and written communication skills Familiarity with ERP systems such as PeopleSoft About the Department Research Animal Resources (RAR) provides the University of Minnesota research community with an mal care, procurement services, veterinary knowledge, and maintenance of housing facilities for animal-related research activities. Benefits Working at the University At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work. The University also offers a comprehensive benefits package that includes: Competitive wages, paid holidays, and generous time off Continuous learning opportunities through professional training and degree-seeking programs supported by the Low-cost medical, dental, and pharmacy plans Healthcare and dependent care flexible spending accounts University HSA contributions Disability and employer-paid life insurance Employee wellbeing program Excellent retirement plans with employer contribution Public Service Loan Forgiveness (PSLF) Financial counseling services Employee Assistance Program with eight sessions of counseling at no cost with free or reduced rates in the Twin Cities metro area Please visit the for more information regarding benefits. How To Apply Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume. Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647. Diversity The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds. The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: Employment Requirements Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment. About the U of M The University of Minnesota, Twin Cities (UMTC) The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from... For full info follow application link. The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds. The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.