General Information
| Job Description | BLANK AST 3 | Working Title | Purchasing & Travel Asst |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | BMPN Administration - D01245 | Department Head | Sabrina Schuster |
| Supervisor | Sarah Vanta | Effective Date | 08/18/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under General Direction of the Procurement Supervisor, responsible for processing a large volume of requisitions for a variety of materials, scientific and technical supplies and equipment. Determine and advise on best source for all vendor purchases as well as facilities and equipment repair, phone and communication services, printing and reprographic services and mail services. Act as first point of contact with campus departments to respond to inquiries and reconcile discrepancies. Coordinate deliveries of equipment and services, handle administrative details and update data on-line for department equipment inventory and records. Process Facilities, equipment repair and maintenance orders in compliance with appropriate policies, guidelines and procedures. Provide support for the day-to-day various administrative support functions within the unit. Serve as iTravel* Coordinator. Primary responsibilities include: preparing travel vouchers and entertainment reimbursements for faculty, staff, students and visitors. Following UC policy, obtain appropriate approvals and documentation as needed. As a member of the BMPN Business Office team, provide excellent front office customer service to faculty, staff, students and visitors. *Concur Travel System will replace iTravel effective June 2022. |
Education & Experience Requirements
Education Requirements
Experience Requirements
| Experience | Requirement |
|---|---|
| Demonstrated experience in accessing and retrieving data from financial systems using PC based tools. | Required |
| Demonstrated extensive progressively responsible purchasing and accounting experience. | Required |
| Five years of related work experience, or an equivalent combination of education and experience. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| TRAVEL/ENTERTAINMENT COORDINATOR/TRANSACTOR Serve as iTravel* Coordinator for BMPN Administrative Services Unit. Prepare travel reimbursement requests in iTravel* for travel by faculty, staff, students, visiting scientists, seminar speakers, and prospective graduate students. Responsible for processing domestic and international travel in accordance with established departmental, CNAS, campus, and system-wide policies and procedures. Obtain appropriate documentation, including original receipts when required; provide sufficient detail to justify travel expenses; and obtain exceptional approval as needed. *Note Concur Travel System will replace iTravel effective June 2022. Directly communicate with travel vendors and/or campus community in the processing of all invoices, respond to inquiries and resolve discrepancies. Prepare Honorariums, check requests, wire transfers and intercampus recharges. Process entertainment reimbursement requests, following current campus guidelines and policies. Coordinate all removal expense reimbursements for new academic appointees; inform and advise new appointees of their rights and obligations; and obtain exceptional approval as needed. Keep current on University travel policies and related Visa policies for travelers; attend campus-wide travel meetings as scheduled; disseminate policy changes as needed. | 45 |
| PURCHASING Responsible for establishment, cancellation and renewal of blanket authorizations for equipment repairs, memberships, subscriptions, and other routine purchases such as, lab supplies, gases, dry ice and chemicals. Train Faculty, Staff and Students in utilizing campus electronic purchasing systems such as eBuy to initiate the purchasing process. Stay current on purchasing system changes/updates. Prepare web recharges for on-campus suppliers of goods and services. Provide technical support for all departmental DAPO inquirers, troubleshoot problems arising from errors or irregularities in ordering or shipping and coordinate the findings with Purchasing. Receiving, and Accounting. Troubleshoot and resolve problems on invoices per Accounting request Responsible for follow-up on backorders or damaged items that must be returned to vendor. | 25 |
| PURCHASING Responsible for the procurement of goods and services for 3 academic departments and 2 centers and Admin Unit Process purchase requisitions and DAPOs using UCR on-line system ensuring policies are followed in the daily ordering of supplies and equipment. Storehouse on-line ordering and ProCard. Prepare purchase orders in eBuy for travel, airfare, shuttle services, hotels and conference registrations. Select vendors based on items requested and ensure proper utilization of UC contracts. Confirm authorized uses for spending authority and ensure that funding source has adequate funds for purchase. Negotiate pricing, delivery and availability of goods and services, make decisions on vendor as well as item substitutions. Provide requestor with information on substitutions, back orders and price increases. Obtain all prior approval requirements before placing orders in accordance with UC policy, including approval and Environmental Health and Safety for all radioisotope orders. Research and obtain all incomplete information and details not provided by requester. Transmit all finished and received DAPO to Accounted Office for payment. | 25 |
| MISCELLANEOUS Serve as back-up for receiving, disbursing and separating of packages. Reserve vehicles with Fleet Services and parking permits with Parking Services. Process Facilities Services and Telecommunications work orders. Maintains Photocopy usage, codes and charges monthly expenses to FAU. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Ability to work independently with minimal supervision and work effectively with frequent interruptions. | Required |
| Demonstrated strong time management and organizational skills. | Required |
| Strong analytical skills. | Required |
| Ability to maintain confidentiality at all times. | Required |
| Ability to research and analyze information to formulate and implement solutions to problems. | Required |
| Ability to plan and direct the work of student employees. | Required |
| Ability to interpret, apply and explain policies, procedures, rules and regulations related to purchasing and accounting. | Required |
| Strong oral and written communication skills, including negotiating skills and maintain effective working relationships with the faculty, staff, students, other departments, visitors and the general public. | Required |
| Knowledge and experience using an on-line purchasing system. | Required |
| Demonstrated skills using PC-based software applications including MS Excel, Word and Access. | Required |
| Knowledge of and experience with UCR's OnLine systems. | Preferred |
| Ability to adapt to changing technology to enhance services. | Preferred |
| Knowledge of UC Systemwide and Campus Purchasing Policies and procedures. | Preferred |
| Knowledge of laboratory safety requirements, equipment inventory procedures and/or UC purchasing policies and procedures. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| General 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 |