General Information
| Job Description | PROCUREMENT ANL 2 | Working Title | Procurement and Travel Coordinator |
|---|---|---|---|
| Job Code | 007740 | Grade | 19 |
| Department Name | Mechanical Engineering - D01006 | Department Head | Guanshui Xu |
| Supervisor | Malina Revett | Effective Date | 08/08/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004722 | BLANK AST 3 | 1.0 |
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. |
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. |
Department Custom Scope
| Under the general direction of the Financial and Administrative Officer for the Department of Mechanical Engineering and programs of Materials Science of Engineering and Master of Engineering Online, the Procurement and Travel Coordinator is responsible for travel, reimbursement, event management, serving as purchasing analyst for a fast-growing academic department and two programs: adhering to compliance with appropriate policies, guidelines, and procedures. The Procurement Coordinator performs complex purchasing duties according to UC/UCR policies in a cost effective, ethical, efficient, and timely professional manner within a customer-service oriented environment. Purchases include a broad spectrum of materials, supplies, equipment, and services across many commodity areas to support Recruitment, Advising, Marketing, Research, and operational functions. This person is responsible for processing all travel reimbursements following UC policies and procedures and for processing all Epay requests (both entertainment and non-entertainment reimbursements) and all event management coordination. The Procurement Analyst organizes and validates data and analyzes complex quotes/contracts, ensuring 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. This position is the main contact for campus services such as Fleet, Storehouse, Parking, Printing, Communications & Facilities, supervising student assistants and all front office activities. |
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 |
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.
|
30 |
| Serves as a resource for reimbursements (ePay and iTravel), reviewing for appropriateness, informs FAO if there appears to be a pattern of purchases without consulting for compliance with purchasing guidelines. Regularly attends usergroup meetings in regards to updated Pro-card, travel, entertainment, and purchasing policy. Disseminates learned information to both department heads, as well as lower level staff and students. | 15 |
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.
|
10 |
Develops spreadsheets and other documentation to support analysis.
|
5 |
Negotiates with suppliers for lower prices and better terms and helps resolve supplier performance issues.
|
5 |
| Interprets and applies basic University policies and procedures. | 5 |
Performs cost analyses and reviews terms and conditions for appropriateness. Makes awards based on cost and specification requirements.
|
5 |
| Under general supervision, provides analysis of moderate purchasing projects. | 5 |
| Acquires and maintains a basic technical understanding of commonly purchased products. | 5 |
Participates in professional development and training.
|
5 |
| Serves as main point of contact for various campus services. Provides training and supervises day to day tasks of student assistants for the department front desk. | 5 |
| Event Management/Communications. Manages and coordinates all events such as retreats, Board of Advisors meetings, and colloquiums for all prospective faculty candidates during academic year recruitment period. Manages sponsored local and international conferences. Coordinates and manages Board of Advisors meetings. Establishes and maintains contact database, including history of events. Responsible for newsletters. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Ability to communicate effectively in writing and verbally. | Required |
| Analytical skills necessary to evaluate the quality and cost effectiveness of purchasing options. | Required |
| Ability to read and interpret terms and conditions of basic contracts. | Required |
| Working level of proficiency in the use of standard spreadsheet and word processing software. | Required |
| Some knowledge of the organization's departments and operations required in order to meet their procurement needs. | Required |
| Demonstrated ability to successfully set priorities, handle heavy workload, and complete tasks with multiple deadlines effectively, efficiently and accurately in a fast-paced, frequently stressful environment and with frequent interruptions. | Required |
| Proven ability to analyze and solve problems and respond to situations that arise using mature judgment and discretion. | Required |
| Demonstrated interpersonal skills using a high degree of tact, diplomacy and discretion to interact in a positive and polished manner with diverse constituents, including campus colleagues, administrators, community members in order to provide exemplary customer service. | Required |
| Understands ERP/financial systems (such as Oracle, PeopleSoft, SAP, Banner, etc.). | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| CANRA | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |