UCR Jobs

General Information

Job Description	PROCUREMENT ANL 2	Working Title	Procurement Analyst 2
Job Code	007740	Grade	19
Department Name	Statistics - D01058	Department Head	Melissa Gomez
Supervisor	Lisa Diaz	Effective Date	08/29/2022

Position(s) Directly Supervised

Job Code	Title	FTE
004922	STDT 1	1.5
004921	STDT 2	0.5

Generic Scope

Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.

Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.

Custom Scope

Uses professional purchasing skills and concepts to complete purchasing assignments of moderate complexity requiring the analysis and review of multiple procurement options. Has authority to make purchases within a moderate and pre-approved dollar limit. Exercises judgment within defined limits and practices to determine most effective methodology to acquire common goods and services. Works on problems of moderate scope where analysis of situations or data requires a review of a variety of factors.

Uses professional purchasing skills and concepts to complete purchasing assignments of moderate complexity requiring the analysis and review of multiple procurement options. Has authority to make purchases within a moderate and pre-approved dollar limit. Exercises judgment within defined limits and practices to determine most effective methodology to acquire common goods and services. Works on problems of moderate scope where analysis of situations or data requires a review of a variety of factors.

Department Custom Scope

As part of the Statistics Administrative Unit, the incumbent will perform a wide range of purchasing, administrative, and office support activities for the Department of Statistics, four interdepartmental graduate programs (Biophysics; Cell, Molecular and Developmental Biology; Environmental Toxicology and Neuroscience), and three Student Services Centers within CNAS (Graduate Student Affairs Center, Undergraduate Academic Advising Center, and CA-Teach Science & Math Initiative). The Procurement Analyst performs complex purchasing duties, according to UC/UCR policies in a cost effective, ethical, efficient, timely and professional manner within a customer-service oriented environment. Purchases include a broad spectrum of materials, supplies, equipment and services across many commodities. The Procurement Analyst also organizes and validates data and analyzes complex quotes/contracts, manages orders, tracks and oversees delivery of all goods, ensures that the vendors are paid in a timely manner and that expenses are charged against the desired fund source to minimize the need for expense transfers and to ensure integrity of financial reports. Processes reimbursements, purchase requests, assists with travel coordination and event coordination. Incumbent must have strong analytical and critical thinking skills, the ability to work independently and a strong attention to detail in a high volume, fast-paced environment. Incumbent will assist with ad-hoc projects as assigned but not limited to: equipment, office space, key management; website maintenance and general accounting assistance. Incumbent is accountable for committing University funds and responsible for adherence to UC Policies and Procedures applicable to these functions. Incumbent will review and follow up on each transaction using UCR system tools, ensuring accuracy and integrity of all charges; process corrective actions as needed.

As part of the Statistics Administrative Unit, the incumbent will perform a wide range of purchasing, administrative, and office support activities for the Department of Statistics, four interdepartmental graduate programs (Biophysics; Cell, Molecular and Developmental Biology; Environmental Toxicology and Neuroscience), and three Student Services Centers within CNAS (Graduate Student Affairs Center, Undergraduate Academic Advising Center, and CA-Teach Science & Math Initiative). The Procurement Analyst performs complex purchasing duties, according to UC/UCR policies in a cost effective, ethical, efficient, timely and professional manner within a customer-service oriented environment. Purchases include a broad spectrum of materials, supplies, equipment and services across many commodities. The Procurement Analyst also organizes and validates data and analyzes complex quotes/contracts, manages orders, tracks and oversees delivery of all goods, ensures that the vendors are paid in a timely manner and that expenses are charged against the desired fund source to minimize the need for expense transfers and to ensure integrity of financial reports. Processes reimbursements, purchase requests, assists with travel coordination and event coordination. Incumbent must have strong analytical and critical thinking skills, the ability to work independently and a strong attention to detail in a high volume, fast-paced environment. Incumbent will assist with ad-hoc projects as assigned but not limited to: equipment, office space, key management; website maintenance and general accounting assistance. Incumbent is accountable for committing University funds and responsible for adherence to UC Policies and Procedures applicable to these functions. Incumbent will review and follow up on each transaction using UCR system tools, ensuring accuracy and integrity of all charges; process corrective actions as needed.

Education & Experience Requirements

Education Requirements

Degree	Requirement
Bachelor's degree in related area and/or equivalent experience/training.	Required

Experience Requirements

Experience	Requirement
2 - 4 years of related experience.	Required
Demonstrated experience working with an online web content management system, basic knowledge or website design and development.	Preferred
Demonstrated experience using GoogleDrive, GoogleCalendar, GoogleDocs, GoogleSheets, and GoogleForms.	Preferred
Demonstrated experience working in an academic environment.	Required
Demonstrated experience in using computer application software including Microsoft Word, Excel, Outlook, and web based applications.	Required

License Requirements

Certification Requirements

Certification	Requirement

Educational Condition Requirements

Condition	Requirement

Key Responsibilities

Description	% Time
Drafts and executes purchase orders, utilizing standard terms and conditions for materials, supplies, equipment, and services. Drafts Request for Quotations (RFQs) including specifications and terms and conditions. Determine which items should be ordered through the appropriate UCR campus purchasing process and route orders appropriately using eBuy, eCatalog, Punchout systems, Web Recharge or department's on-line ordering system. Responsible for obtaining and reviewing all quotes for goods from select or multiple vendors. Serve as primary procurement card transactor, manage all procurement card processing, while providing backup documentation in a timely manner and maintaining all supporting documentation per campus and UC policy within outlined guidelines.	30
Regularly communicates with organization's customers, reduces risk to the University by ensuring departmental compliance with procurement policy, and works in conjunction with end-users to develop specifications for RFQs. Maintains communications with vendors and manages all tracking of orders. Serves as a resource and expert regarding UCR and UCOP policies and procedures while ensuring accurate and timely documentation. Keeps constituents informed about all delays, back orders, or other problems with orders.	20
Support of business operations, including related procurement and business transactions, processing complex travel, reimbursements, direct payments, entertainment requests, projects including recruitment and relocation procurement transactions, UCR campus services, event and travel coordination, and other operational needs as requested.	15
Interprets and applies basic University policies and procedures. Serves as resource for reimbursement(s) appropriateness and informs department(s) if there appears to be a pattern of purchases without consulting incumbent for compliance with purchasing guidelines.	10
Review and reconcile purchase orders that have posted to UCRFS and review encumbrance balance report to reconcile open encumbrances for release and appropriateness through UCRFS or eBuy. In conjunction with supervisor, serve as liaison with Accounts Payable. Take lead on researching issues on large dollar items. Pre-reviews and reconciles monthly general ledgers and reports for the department(s).	10
Negotiates with suppliers for lower prices and better terms and helps resolve supplier performance issues. Performs cost analyses and reviews terms and conditions for appropriateness. Makes awards based on cost and specification requirements.	5
Participates in professional development and training. Maintains a complete and accurate desk reference manual (i.e. departmental Quick Reference Guides). Trains and supervises student assistants that assist with business operations.	5
Other general administrative duties as assigned including, but not limited to: website content maintenance; email listserv maintenance; equipment management; key inventory management; graduate student office assignments; etc.	5

Knowledge, Skills & Abilities

Knowledge/Skill/Ability	Requirement
Ability to read and interpret terms and conditions of basic contracts.	Required
Analytical skills necessary to evaluate the quality and cost effectiveness of purchasing options.	Required
Ability to communicate effectively in writing and verbally.	Required
Working level of proficiency in the use of standard spreadsheet and word processing software.	Required
Demonstrated ability to organize and set priorities. Respond to the needs of other entities and a variety of individuals in a cooperative and professional manner.	Required
Demonstrated willingness to handle a heavy workload and continue to provide excellent customer service.	Required
Ability to research and analyze information to formulate and implement solutions to problems.	Required
Ability to function effectively as a member of a team.	Required
Ability to adapt to changing priorities.	Required
Demonstrated accuracy and attention to detail. Demonstrated ability to work under pressure, work on multiple projects and complete assignments on time.	Required
Understands ERP/financial systems (such as Oracle, PeopleSoft, SAP, Banner, etc.).	Preferred
Some knowledge of the organization's departments and operations required in order to meet their procurement needs.	Preferred
Working knowledge of University of California, Riverside policies and procedures related to instruction and graduate programs.	Preferred
Knowledge of and experience using UCR's online systems.	Preferred
Knowledge of UC System-wide and Campus Purchasing Policies and procedures.	Preferred
Skills to provide coaching and mentoring to support staff.	Preferred

Special Requirements & Conditions

Special Condition	Requirement

Other Special Requirements & Conditions

Level of Supervision Received

Supervision

Supervision

Environment

Working Environment

Campus

Campus

Other Requirements

Items Used

Standard Office Equipment Computer Printer Copier Scanner Calculator

Standard Office Equipment
Computer
Printer
Copier
Scanner
Calculator

Physical Requirements

Bend : Occasionally Sit : Frequently Squat : N/A Stand : Frequently Crawl : N/A Walk : Frequently Climb : N/A

Bend : Occasionally
Sit : Frequently
Squat : N/A
Stand : Frequently
Crawl : N/A
Walk : Frequently
Climb : N/A

Mental Requirements

Read/Comprehend : Constantly Write : Constantly Perform Calculations : Frequently Communicate Orally : Constantly Reason & Analyze : Constantly

Read/Comprehend : Constantly
Write : Constantly
Perform Calculations : Frequently
Communicate Orally : Constantly
Reason & Analyze : Constantly

Environmental Requirements

Is exposed to excessive noise : No Is around moving machinery : No Is exposed to marked changes in temperature and/or humidity : No Drives motorized equipment : No Works in confined quarters : No Dust : No Fumes : No

Is exposed to excessive noise : No
Is around moving machinery : No
Is exposed to marked changes in temperature and/or humidity : No
Drives motorized equipment : No
Works in confined quarters : No
Dust : No
Fumes : No

Critical Position

Is Critical Position: Yes

Is Critical Position: Yes

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