Mrl Purchasing - Santa Barbara, United States - University of California, Santa Barbara

University of California, Santa Barbara
University of California, Santa Barbara
Verified Company
Santa Barbara, United States

3 weeks ago

Mark Lane

Posted by:

Mark Lane

beBee recruiter
Description

Job Code:004722


Job Open Date: 04/23/2024


Application Review Begins: 05/08/2024; open until filled


Department Code (Name): MTRL (MATERIALS RESEARCH LAB)


Percentage of Time:100%


Union Code (Name):CX (Clerical)


Employee Class (Appointment Type):Staff (Career)


FLSA Status:
Non-Exempt


Classified Indicator Description (Personnel Program): PSS


Salary Grade:

STEPS

Hiring/Budgeted Hourly Range:
$27.29 to $29.92/hr.


Work Location:
MRL Building, Room 2066C


Working Days and Hours:
M-F; 8am - 5pm (suggested)


Benefits Eligibility:
Full Benefits


Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid


Department Marketing Statement:


Widely recognized as one of the top five materials research facilities in the world, the MRL serves as the innovation engine for discoveries in new materials.

The facility is home to a scientific and engineering community that creates new collective knowledge and fosters the next generation of scientific leaders.

By enabling modern technological advances, the high-impact research conducted at the MRL and its affiliated centers has enormous societal impact, and is shaping the future of technology, the environment, and medicine.


Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC


Brief Summary of Job Duties:


Required Qualifications:


  • High school diploma or GED.
  • Strong organization skills and attention to detail.
  • Strong oral and written communication skills.
  • Ability to take initiative and work independently.
  • Must be able to work well in a team environment and collaborate well with others.

Preferred Qualifications:


  • 13 years of previous office/administrative experience.
  • Possess thorough knowledge of administrative policies and procedures.
  • Possess thorough knowledge of campus systems required for the performance of the position, including Gateway and Concur.

Special Conditions of Employment:


  • UCSB is a Tobacco-Free environment
  • Satisfactory conviction history background check

Job Functions and Percentages of Time:50% Purchasing Administrator - Responsible for executing MRL purchasing transactions through Gateway. Serves as the department pre-approver on all purchasing requisitions. Reviews requisitions to ensure funding availability and compliance with UC procurement policies and procedures and agency guidelines. Reviews requisitions for restricted commodities and/or hazardous materials, and flags orders for commodity and/or EH&S review/approval. Advises researchers on documentation requirements, including competitive quotes, source selection, price reasonableness, and sole source justification. Maintains close communication with vendors and UCSB buyers to track and expedite complex orders. Handles inquires, researches and resolves problems pertaining to purchases, invoices and shipments. Prepares wire transfer requests for payments to foreign vendors. Monitors and maintains vendor blanket agreements. Manages recurring service bills and accounts (water, shredding, etc.), including payment of monthly invoices and resolving billing issues. Checks in packages and notifies researchers when orders are delivered. Coordinates with MRL Administrative Manager and MRL financial analysts on complex purchasing transactions to ensure funding availability and compliance with funding guidelines. Responsible for checking packing slips against orders, ensuring orders have been received and accepted and that invoices are processed correctly. Responsible for initiating, placing and monitoring FlexCard orders on behalf of the MRL. Ensures Flexcard orders are in accordance with UC Flexcard policies and procedures. Generates Flexcard purchase orders in Gateway and maintains auditable logs and records of FlexCard orders. Manages purchase order liens and importing and posting of invoice expenses in department financial shadow system. Assists with closing contracts/grants by checking outstanding purchase order liens and ensuring all orders are completed and closed in a timely manner.

25% Reimbursement Coordinator
- Processes travel, business meeting, and entertainment reimbursement requests in compliance with applicable policies and procedures. Advises faculty, researchers, staff, and students of proper University and agency guidelines regarding reimbursement of travel and entertainment expenses. Works closely with MRL faculty, researchers, staff, and students to provide assistance with navigating the Concur reimbursement system. Tracks approval flow of Concur requests and reports and works with Concur users to troubleshoots problems. Assists with coordination of the MRL-CNSI Heeger travel fellowships, including ass
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