UTS - Temporary Purchasing & Operations Assistant at NC State

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Department: 480501 - UHR Temporary Services

Location: Raleigh, NC

Essential Job Duties:

Position Summary

The Temporary Purchasing & Operations Assistant provides vital operational, processing, and administrative support for Purchasing Services. Responsibilities include generating purchase orders, managing the team inbox, supporting invoice payment workflows, and handling general logistics to ensure seamless daily operations.

Other Work/Responsibilities:

Key Responsibilities:

• Purchase Order (PO) Processing & Distribution

• Review requisitions for completeness, correct coding, and proper documentation.

• Accurately create and issue POs to vendors following university guidelines.

• Follow up with vendors to confirm order receipt, delivery schedules, and basic updates.

• Invoice Payment & Processing Support

• Support the invoice coordination team to ensure timely payment processing.

• Match invoices against purchase orders, receiving documentation, and vendor quotes.

• Identify and resolve routine discrepancies (e.g., pricing mismatches, missing receipts).

• Communication Hub Management

• Manage and triage the central Purchasing team email inbox.

• Categorize, prioritize, and respond to routine incoming requests promptly.

• Escalate complex procurement issues or policy questions to supervisory staff.

• Frontline Operational Support

• Serve as the primary administrative contact for campus stakeholders and vendors.

• Maintain electronic document filing, digital purchase logs, and general office records.

Required Qualifications:

• Strong organizational skills, high attention to detail, and data accuracy.

• Experience with basic purchasing/accounting principles (PO generation, invoice matching).

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and Google Workspace.

• Clear, professional written and verbal communication skills.

• Ability to adapt quickly to new workflows, software tools, and process changes.

Preferred Qualifications:

• Prior purchasing/AP experience in higher education, a state agency, or a large organization.

• Familiarity with campus ERP /procurement platforms (e.g., PeopleSoft or similar systems).

Required license or certification:

N/A

Position Number: 48SLS1005

AA/EEO Statement:

NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or [email protected].

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.