Part-Time Clerical Assistant

Candidates who are excited by changing lives, committed to the success of all and want to be challenged by new and innovative opportunities, should submit an application.

Summary:

The Learning, Innovation & Technology Solutions (LITS) division seeks a motivated and detail-oriented Part-Time Clerical Assistant to provide administrative and data support for purchasing, contracting, and vendor management operations. This position reports directly to the Director of Vendor & Systems Intelligence and supports the Operations Coordinator, helping to ensure the efficiency, accuracy, and compliance of financial and operational processes within the division.

Examples of Work:

• Process LITS non-academic consultant contracts and serve as the primary point of contact for related inquiries and follow-up.
• Collaborate with the Treasurer's Office to ensure compliance with institutional and state procurement requirements (e.g., VPQS, Pay-to-Play, etc.).
• Perform data entry and maintenance in the purchasing & vendor systems, assisting with data imports or manual entry as needed.
• Support day-to-day contracting workflows to ensure timely and accurate submissions.
• Provide professional and courteous support to internal and external vendor contacts, including coordinating follow-ups on contract renewals and vendor communications.
• Monitor and triage the email inboxes, logging all payment and purchase order (PO) requests into internal systems.
• Assist the Operations Coordinator with processing payments and purchase requests (Payment Vouchers, PO Requisitions, Credit Card Authorizations, Vendor Distribution, Receiving, etc).
• Maintain bid waiver tracking and support fiscal year-end closeout activities (accruals) and renewal preparations for the new fiscal year.
• Prepare and submit vendor change forms as needed.
• Provide clerical support for general division operations, such as vendor onboarding, data collection for quarterly reports, and shared calendar coordination.
• Assist with team-building related tasks, as directed by Operations Coordinator.

Knowledge Skills & Abilities:

• Degree should be in a field with emphasis on business operations and procurement.
• Must be detail oriented and able to work in a fast-paced office. Must be able to organize, prioritize, and multitask. Should be flexible. Experienced in handling confidential information.
• Should possess strong problem-solving skills and an eagerness to identify and resolve issues proactively.
• Proficiency with Microsoft Office and Teams; familiarity with Airtable or similar workflow tools a plus.
• Excellent communication, organization, and follow-up skills.

Requirements:

Education: Graduation from an accredited college with an associate’s degree in a field related to the position to be filled or an equivalency as determined by the appointing authority.

Experience: At least one year of professional experience in a field in a higher education institution (or equivalent) that is directly related to the functions of the position to be filled (e.g., Administrative Assistant or Billing Specialist), or equivalency as determined by the appointing authority.

• Applicants who do not possess the required education may substitute required experience on a year-for-year basis (30 credit hours is considered one year of college).

Work Hours: TBD

TESU strives to offer a flexible work environment while balancing the operational needs of the University. As such, we have several options for hybrid-work schedules. Positions determine what type of hybrid-work schedule is available and, if necessary, adjustments are made to support University operations.

Thomas Edison State University is an Equal Opportunity/Affirmative Action Employer