Position Overview: The Animal Order Processor (1811) position will receive animal order 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 also process breeder card requests and cage cards for the department. 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 Financial Operations Manager.
Process Animal Orders (60%) • 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 Breeder Card Requests and Cage Cards (20%) • Retrieve breeder cage card requests from the appropriate email box • Process the requests by the customer-specified request by date in WDS • Bundle breeder cards with the appropriate paperwork and place in the Operational Supervisors’ mailbox for delivery back to the customer housing area • Alert RAR Business Analyst when card supply is low • Sort cages cards turned into the Business Office by type by day • Process the cards in WDS as needed, e.g. activation, outing, etc. • File process cards as required per record retention policy
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
Required Qualifications: High school diploma/ GED and one year 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
Internal Number: 340065
About University of Minnesota, Twin Cities
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