Job Description

Updated: Aug 5, 2023
Location: Remote-Campus
Job Type:
Department: OBGYN Administration

Job Opening ID: 57304

Reports To: Business Office Manager

Working Title: Purchasing Coordinator

Department: OBGYN Administration

Bargaining Unit: CX

FLSA: Non-Exempt

Payroll Job Code: 004722

Job Location: UCI Med Center-Orange

Percent of Time: 100%

Work Schedule: 8-5, M-F

Employee Class: Career

Position Summary:

Under the supervision of the Business Office Manager, the Purchasing/ Reimbursement Coordinator independently evaluates and processes requisitions and reimbursements for seven divisions Purchase transactions range across a wide variety of research and office materials, laboratory supplies, services, and equipment that is often of a technical and specialized nature. Reimbursements and disbursements are similarly varied and frequently complex, including international travel, events involving service or performance contracts, business meetings, honoraria, awards, gifts, and other miscellaneous forms of payments. Procurement responsibilities include, but are not limited to identifying potential vendors, obtaining quotations, evaluating proposals, negotiating terms for orders under $5000, coordination with Purchasing and Risk Services for orders in excess of $5000, and problem resolution related to order, delivery, returned goods, and/or billing. Purchasing responsibilities also include a PALCard review for purchases made by other buyers in the unit. Responsibilities include extensive knowledge of University policies and procedures as they pertain to procurement, accounting, basic contract and grant regulations, and business rules.

Total Compensation:

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our and .

$27.34 - $39.18 (Hourly Rate)

Required:

1-2 years of equivalent experience. Skill and attention to detail to process PALCard review for transactions completed by other buyers. Ability to work independently, adjust to changing priorities, deadlines, interruptions and general supervisory oversight Ability to effectively communicate when requesting additional information, placing orders, explaining regulations, providing updates on order status, arranging for returns, closing out orders, and coordinating repairs and maintenance requests Skill to analyze materials provided to determine what policies apply, how to best process the request, whether additional information is needed, how best to obtain additional information if needed, and when to consult with colleagues, superiors, and/or experts in central Purchasing or Accounting Ability to complete job assignments accurately, quickly yet thoroughly, and reliably under extremely heavy workloads. Ability to use good judgment, make use of available resources and keep work area in an orderly and organized manner Strong customer service skills to respond professionally and effectively to requests for service and resolve customer issues. Skill to analyze and prioritize work assignments. Analytical skills to reason through the logic of a problem, and familiarity with policies, procedures, systems, and organizational structure to facilitate independently seeking out information needed to resolve and complete project. Knowledge of purchasing, shipping, and warranty terminology. Adequate knowledge of scientific and technical terminology and commodities when purchase requisitions are received. Ability to maintain strong ethical and professional approach to work. Working knowledge of Microsoft Office, ability to quickly perform data entry, maintain data, and retrieve data for order research, status queries, or reporting. Ability to maintain confidentiality and exercise discretion. Ability to initiate and maintain organized electronic and paper filing systems to facilitate easy retrieval. Desired: Experience performing purchasing functions at UC, including knowledge of and familiarity with UC policies and procedures, relevant business and finance bulletins, such as: BUS-4, University Commodity Codes for Equipment and Supplies; BUS-34, Securing the Services of Independent Consultants; BUS-43, Materiel Management; BUS-50, Controlled Substances Program; G-46, Guidelines for Purchase and Use of Cellular Phones; and other policies and regulations pertaining to purchasing activities. Experience with processing both routine and complex payments and reimbursements in accordance with UC policies and procedures, including familiarity with BUS-79, Expenditures for Entertainment, Business Meetings, and Other Occasions; G-13, Policy and Regulations Governing Moving and Relocation; G-28, Policy and Regulations Governing Travel; G-41 & 42, Policies on Employee Non-Cash Awards and Gifts to Non-Employees; G-43, Policy on University Membership in Organizations; and other policies and regulations pertaining to reimbursement and disbursement activities.

Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page -

Closing Statement:

The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the .

We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or

University of California, Irvine