Location: Kingston,RI, USA
Position Information
Posting Number SF01720 Job Title Coordinator, Property Acquisitions Position Number 109954 FTE 1.00 FLSA Exempt Position Type Professional Staff Union PSA/NEA - Professional Staff Assoc Pay Grade Level Grade Level: 10 Pay Grade Range Salary Range: $55,761 - $84,216 Status Calendar Year, Full-time, Limited
Department Information
Department Prop & Space Contact(s)
Please note: Job applications must be submitted directly online only at: (
Contact Phone/Extension Contact Email Physical Demands Campus Location Kingston Grant Funded No Extension Contingency Notes
This is a full time, calendar year position, limited to 06/28/2025 with anticipated renewal.
Job Description Summary
The search will remain open until the position has been filled. First consideration will be given to applications received by March 1, 2024. Applications received after March 1, 2024, may be reviewed depending on search progress and needs, but are not guaranteed full consideration.
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BASIC FUNCTION:
Provide oversight of the University's moveable assets by inventorying and maintaining an accurate database for all movable equipment beginning with the acquisition and ending with a disposal of the property. Provide accountability and integrity to the database for movable property and ensures compliance with both state and federal regulations during the life cycle of the asset. Oversee the purchases, transfers, donations, and disposal of all movable property through the sale of surplus. Direct the Property Officers and work closely with the leadership team to create an annual inventory schedule which is used to monitor all equipment so as to align with the internal database and with the controller's financial records.
Duties and Responsibilities
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Manage and monitor the University's computerized equipment database.
Coordinate the merger of all equipment acquisitions from multiple sources, including, but not limited to all equipment purchases; donations to the University from both public and private sources; all research equipment transfers to the University; all Memorial Union equipment acquisitions.
Supervise and evaluate the Property Officers for property control procedures assuring compliance with University policies and departmental procedures.
Perform a complete inventory of all federally titled property on a biennial basis, confirming the accuracy of the computerized and hard copy data.
Develop and document standards for the property acquisition process.
Coordinate the merge of INSITE and Peoplesoft data streams with Controller's Office staff.
Serve as Property's liaison with the University's and State's Purchasing Offices, the Controller's Office, Accounting Office, Research Office, Development Office, Memorial Union, Graduate School of Oceanography, the W. Alton Jones Campus, Feinstein College of Education, Excess/Surplus Property Office, and various federal agencies involved in equipment transfers.
Ensure that all equipment transferred to the University from outside sources (e.g., new research faculty and staff, excess/surplus property, donations, etc.) and all equipment transferred from the University to other institutions, is properly documented.
Submit all compliance reports in a timely fashion. Observe all Federal, State, and University policies and procedures regarding federal property.
Create and provide ad hoc reports for University management, and for State and Federal agencies in response to compliance issues.
Assist departments in the sale of surplus property at the University of Rhode Island and manage Surplus sales account.
Issue fabrication numbers, monitor fabrication numbers on all campuses to ensure they are captured in the moveable equipment inventory.
Assist in budget preparation for Support Services.
OTHER DUTIES AND RESPONSIBILITIES:
Develop an annual inventory schedule which is used to perform a perpetual inventory of the University's equipment.
Review and monitor federal and state procurement policies and regulations to ensure that the University is complying.
Monitor and sample the screening procedure for the University to ensure compliance with all federal screening guidelines.
Supervise the maintenance and updating of the hard copy filing system and the big-ticket asset control system.
Identify, interpret, and document asset management procedures and regulations for the University at the University, State, and Federal levels.
Maintain the University's user manual for the moveable equipment.
Perform annual and ad hoc field audits of equipment asset acquisition paperwork flow systems.
Analyze new offerings and enhancements available via software packages for moveable equipment inventory systems.
Liaise with all aspects of PeopleSoft pertaining to Purchasing, Human Resources, Payroll, and Budget.
Travel throughout the University as well as outside of the University.
Perform additional duties as required.
LICENSES, TOOLS, AND EQUIPMENT:
Personal computers, printers and word processing, database management and spreadsheet software; Must have and maintain a valid driver's license; walking, bending, stair climbing, etc.
Required Qualifications
REQUIRED:
1. Bachelor's degree.
2. Minimum of three years of experience in a management position in inventory management, property control, logistics, or related area.
3. Demonstrated computer skills (i.e., word processing, spreadsheet and database management software).
4. Demonstrated strong interpersonal and verbal communication skills.
5. Demonstrated proficiency in written communication skills.
6. Demonstrated supervisory experience.
7. Demonstrated ability to build and maintain professional relationships with various departments and offices on campus.
8. Demonstrated ability to interpret institutional policies, plans, objectives, rules and regulations and communicate the interpretation to others.
9. Demonstrated ability to prepare and present detailed studies and reports and make recommendations concerning the substance of the studies and reports.
10. Demonstrated ability to work with diverse groups/populations.
11. Must have and maintain a valid driver's license.
Preferred Qualifications
PREFERRED:
1. Bachelor's degree in business or related field.
2. Demonstrated general knowledge of OMB A-110 and A-21 Circulars.
3. Demonstrated experience in federal reporting and grant close outs.
4. Demonstrated inventory management experience.
5. Demonstrated thorough knowledge of higher education asset management policies and procedures.
6. Demonstrated experience with grants.
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ALL REQUIREMENTS ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES.
Environmental Conditions
The incumbent is not substantially exposed to adverse environmental conditions.
Posting Date 02/08/2024 Closing Date Special Instructions to Applicants
Please attach the following 3 (PDF) documents to your online Employment Application:
(#1) Cover letter.
(#2) Resume.
(#3) Other Document - References - the names and contact information of three professional references. (Note: this document is required even though references may be listed on the application).
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