General Information
| Job Description | PROCUREMENT SUPV 1 | Working Title | Procurement Supervisor |
|---|---|---|---|
| Job Code | 006911 | Grade | 22 |
| Department Name | BEES Administrative Unit Dept - D01277 | Department Head | |
| Supervisor | Effective Date | 02/17/2024 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004722 | BLANK AST 3 | 4.0 |
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 BEES Administrative Unit provides business services for a large and complex operation encompassing extensive teaching, research, and outreach components for the Botanic Gardens, Earth & Planetary Sciences, and Environmental Sciences in the College of Natural and Agricultural Sciences (CNAS). In addition, BEES supports the UCR employees and campus purchases of the USDA Salinity Laboratory and provides conference management support for all units within CNAS. Under the general direction of the Financial & Administrative Officer (FAO), the Procurement Supervisor will manage and coordinate purchasing and reimbursements, travel, academic recruitment and removal, coordination of department events, building access, shipping & receiving. The incumbent will ensure compliance with appropriate business policies, guidelines, and procedures; develop and communicate departmental procedures; and prepare or supervise the preparation of all purchasing transactions. The Procurement Supervisor is independently responsible for Conference Management Services for all units within CNAS. The incumbent will oversee cash-handling functions and may be required to work occasional evenings and weekends. In the absence of the FAO and the Financial Operations Manager, the Procurement Supervisor will serve as supervisor for the BEES unit. |
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 supervisory/managerial experience. | Preferred |
License Requirements
| License | Requirement |
|---|---|
| Valid driver's license | Required |
Certification Requirements
| Certification | Requirement |
|---|---|
| Professional certification. | 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.
|
50 |
Drafts and executes purchase orders and request for quotations (RFQs).
|
20 |
Documents interpretations of processes, policies, and procedures for edification of customers and suppliers.
|
15 |
| Independently responsible for Conference Management Services for all units within CNAS, which may include budget preparation & development of related Sales & Services accounts, obtaining quotes for facilities rental and the purchase of goods and services, establishment of online registration form, fee payment, and event logistics. | 15 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Analytical skills necessary to evaluate the cost effectiveness of purchasing options. | Required |
| Organizational skills and an ability to multi-task effectively in a high volume environment. | Required |
| Demonstrated knowledge of financial transactions and financial systems, as well as knowledge of internal controls and their impact on protecting University resources. Demonstrated ability in critical thinking, | Required |
| Full knowledge of the purchasing function. | Required |
| Knowledge of procurement policies, the organization's departments and operations, and Federal Acquisition Regulations. | Required |
| Proficiency in use of MS Office and google applications. | Required |
| Demonstrated effective written and verbal communication skills. | Required |
| Supervisory skills required to lead purchasing group in department ensuring adherence to purchasing practices and guidelines. | Required |
| Demonstrated effective interpersonal skills required in interacting with both internal and external resources. | Required |
| Experience working in an institution of higher education. | Preferred |
| Experience using UCR's online applications. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Valid Drivers License | Required |
| Shift Work (hours outside standard Mon-Fri 8AM-5PM work hours) | Required |
| Travel | 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 |