General Information
| Job Description | PROCUREMENT SUPV 1 | Working Title | Procurement & Material Inventory Supervisor |
|---|---|---|---|
| Job Code | 006911 | Grade | 22 |
| Department Name | Admin Svcs & Strat Exec Team Dept - D02043 | Department Head | Dalan Dinh |
| Supervisor | Dalan Dinh | Effective Date | 03/18/2024 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004722 | BLANK AST 3 | 2.0 |
Generic Scope
| Provides immediate supervision to a unit or group of operational or technical employees. A portion of time may be spent performing individual tasks related to the unit; however, supervisory activities must constitute a primary part of the job. Supervises unit operations to ensure compliance with departmental or organizational policies, procedures, and defined internal controls. Ensures accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental standards and procedures. |
Custom Scope
| Receives predetermined work assignments that are subject to a moderate level of control and review. Directs subordinates to complete assignments using established guidelines, procedures, and policies. Works on issues of limited scope. Follows established practices and procedures in analyzing situations or data from which answers can be readily obtained. Monitors daily operations of a unit or sub-unit. Requires full knowledge of own area of functional responsibility. |
Department Custom Scope
| The Procurement & Material Inventory Supervisor oversees the procurement, warehouse inventory and material management functions on behalf of Facilities Services (FS). Under the general direction of the Assistant Director of Administrative Services, The Procurement & Material Inventory Supervisor ensures compliance with internal audit, UCR/UCOP policies, procedures, and guidelines as it pertains to the procurement, warehouse inventory and material management functions. Conducts research to obtain the best vendor relationships, sourcing to ensure best price, quality and availability for materials, products and service related to Maintenance Repair Operations (MRO) Procurement; informs and educates Facilities Services of the unit about purchasing resources and constraints; collaborates with FS stakeholders to manage vendor relationships and a partnership with Central Procurement; serves as the primary point of contact for purchasing/material management inquiries and concerns. Prepares and/or supervises the preparation of approximately 6,000 purchasing transactions annually, maintaining accurate records and timely submissions to allow for prompt vendor payments. Responsible for maintaining large equipment inventory and the coordination of annual physical inventories. Monitors, measures and creates reports on performance metrics as it pertains to the administrative services functions including but not limited to billing, finance, administrative and procurement services. Develops and leads process improvement, manages metrics and key performance indicators as it relates to unit responsibilities. The ASSET Administrative Services unit (6.0 FTE) provides administrative and operational support in the areas of business process and policy development; organizational administrative projects like computer inventory; systems and asset management; internal controls and audit; purchasing/procurement activities, billing; data analysis and reporting, material management in the form of the facilities stock inventory program. The Administrative Services unit manages the business operations of the work order system infrastructure for Facilities Services; manages the material & tool inventory stock program with a value of $825K; transacts recharge billing of approximately $20M in revenue for work orders and premium service billing, over $24M in annual utility bills, and $11M in annual procurement transactions over 9,000 annual purchase orders and over 1,000 Pro-Card transactions; analyzes, audits and reconciles transactions in accordance with service agreements. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 4 - 7 years of related experience. | Required |
| Previous experience with procurement, inventory/warehouse management. | Required |
| Experience with UC system and familiarity with UC Policies and Procedures. | Preferred |
| Previous experience with accounting, supply chain management, procurement/contract administration or finance. | Required |
| Previous experience with maintenance repair operations (MRO) procurement. | Required |
| Previous supervisory/managerial experience. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|---|
| Professional certification. | Preferred |
| Procurement Certification such as CPM, CPP, CPPO or equivalent | Preferred |
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Directly supervises small staff of purchasing assistants, lower level buyers, or other administrative staff, and provides significant input to staff performance and development, team building and communications, resolution of issues and conflicts, review and approval of work, and hiring and training employees.
|
20 |
| Responsible for the operation of the FS supply warehouse including but not limited to benchstock material, tool warehouse, and departmental assets. Leads daily restocking, periodic inventory audits, pulling/filling orders for FS staff, etc. Manages and administrator for the inventory management software(s) and programs. Manage and oversee implementation and oversight of supply chain operations and materials management and ensures inventory management procedures are maintained in accordance with best-practice standards to support FS Operations. | 20 |
Drafts and executes purchase orders and request for quotations (RFQs).
|
15 |
Documents interpretations of processes, policies, and procedures for edification of customers and suppliers.
|
10 |
Manages relationships with suppliers to negotiate price, terms.
|
10 |
Identifies new supply sources and manages supplier performance issues.
|
10 |
| Develops, spearheads and implements procedures, initiatives and projects related to procurement, warehouse inventory and asset management to support FS operations. Coordinates inventory/asset audits and reporting. Proactively identify problems and seek solutions through creative or critical thinking, and data analysis. | 10 |
| Collaborates with ASSET Finance team and the billing and financial services analyst to ensure purchases of materials and warehouse inventory are managed effectively and transacted properly as it pertains to work order costing and recharge billing. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Demonstrated effective written and verbal communication skills. | Required |
| Demonstrated effective interpersonal skills required in interacting with both internal and external resources. | Required |
| Full knowledge of the purchasing function. | Required |
| Supervisory skills required to lead purchasing group in department ensuring adherence to purchasing practices and guidelines. | Required |
| Analytical skills necessary to evaluate the cost effectiveness of purchasing options. | Required |
| Knowledge of procurement policies, the organization's departments and operations, and Federal Acquisition Regulations. | Required |
| Knowledge of Contract & Grant and EHS Regulations and Policies and Procedures as they apply to purchasing, reimbursements and accounting | Preferred |
| Working knowledge of university procurement and accounting policies and procedures as they relate to high value, low value purchasing, corporate card activities, etc. | Preferred |
| Ability to work independently, organizing and processing detailed work, with changing priorities, time constraints, frequent interruptions and general supervision | Preferred |
| Skill to analyze and determine appropriate policy, how to best process request, whether additional information is needed, how best to obtain additional information, and when to consult with colleagues, supervisor, and/or experts in central Purchasing or Accounting. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Hired candidate must successfully pass a background check through the DOJ and FBI prior to appointment start date. | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| Direction |
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 |