Procurement Analyst 2

Procurement Analyst 2

Manage all procurement functions, equipment repair and maintenance orders for a large research department and five smaller units ensuring compliance with appropriate business policies, guidelines and procedures. Conduct research to obtain best sources, from contract and non-contract vendors, ensuring best price, quality, availability, and delivery combination possible. Inform and educate members of the departments about purchasing resources and constraints. Coordinate approximately 7,000 purchasing transactions annually, maintaining accurate records and timely submissions to allow for prompt vendor payments.

Educational Requirements

Bachelor's degree in related area and/or equivalent experience/training. - Required

Experience Requirements

2 - 4 years of related experience. - Required

Experience working with diverse clientele in a higher education institution. - Preferred

Experience in research and laboratory-based operations, with comprehensive understanding of complex mandates governing the procurement of controlled substances and other hazardous chemicals and materials. - Preferred

Experience in using UC online systems. - Preferred

Special Conditions

Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations. - Required

Minimum Requirements

Analytical skills necessary to evaluate the quality and cost effectiveness of purchasing options.

Ability to communicate effectively in writing and verbally.

Ability to read and interpret terms and conditions of basic contracts.

Some knowledge of the organization's departments and operations required in order to meet their procurement needs.

Working level of proficiency in the use of standard spreadsheet and word processing software.

Ability to research and analyze information to formulate and implement solutions to problems.

Preferred Qualifications

Understands ERP/financial systems (such as Oracle, PeopleSoft, SAP, Banner, etc.).

Demonstrated knowledge of UC Purchasing policies and procedures.

Demonstrated knowledge of equipment inventory procedures.

In the heart of Inland Southern California, UC Riverside is located on nearly 1,200 acres near Box Springs Mountain in Southern California; the park-like campus provides convenient access to the vibrant and growing Inland region. The campus is a living laboratory for the exploration of issues critical to growing communities' air, water, energy, transportation, politics, the arts, history, and culture. UCR gives every student, faculty and staff member the resources to explore, engage, imagine and excel.

UC Riverside is recognized as one of the most ethnically diverse research universities in the country boasting several key rankings of which we are extremely proud.

• UC Riverside is proud to be ranked No. 12 among all U.S. universities, according to Money Magazine's 2020 rankings, and among the top 1 percent of universities worldwide, according to the 2019-20 Center for World University rankings.
• UC Riverside is the top university in the United States for social mobility. - U.S. News 2020
• UCR is a member of the University Innovation Alliance, the leading national coalition of public research universities committed to improving student success for low-income, first-generation, and students of color.
• Among top-tier universities, UC Riverside ranks No. 2 in financial aid. - Business Insider 2019
• Ranked No. 2 in the world for research, UCR's Department of Entomology maintains one of the largest collections of insect specimens the nation. - Center for World University Rankings
• UCR's distinguished faculty boasts 2 Nobel Laureates, and 13 members of the National Academies of Science and Medicine.

The University of California is an Equal Opportunity Employer. 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 under state or federal law. It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.

For information about our generous employee benefits package, visit: Employee Benefits Overview

General Information

Job Title: Procurement Analyst 2

Job Code: 007740

Grade: 19

Department Head: April Meinzer

Supervisor: Jackelyn Quinonez

Generic Scope

Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.

Custom Scope

Uses professional purchasing skills and concepts to complete purchasing assignments of moderate complexity requiring the analysis and review of multiple procurement options. Has authority to make purchases within a moderate and pre-approved dollar limit. Exercises judgment within defined limits and practices to determine most effective methodology to acquire common goods and services. Works on problems of moderate scope where analysis of situations or data requires a review of a variety of factors.

Department Custom Scope

Manage all procurement functions, equipment repair and maintenance orders for a large research department and five smaller units ensuring compliance with appropriate business policies, guidelines and procedures. Conduct research to obtain best sources, from contract and non-contract vendors, ensuring best price, quality, availability, and delivery combination possible. Inform and educate members of the departments about purchasing resources and constraints. Coordinate approximately 7,000 purchasing transactions annually, maintaining accurate records and timely submissions to allow for prompt vendor payments.

Key Responsibilities

Drafts and executes purchase orders, utilizing standard terms and conditions for materials, supplies, equipment, and services. Drafts Request for Quotations (RFQs) including specifications and terms and conditions. Determine which items should be ordered through the campus service departments and route orders appropriately using web recharge or department's on-line ordering system. Manage all procurement card processing, maintain all supporting documentation, and provide consultative advice to new procurement card users. - 30%

Regularly communicates with organization's customers, reduces risk to the University by ensuring departmental compliance with procurement policy, and works in conjunction with end-users to develop specifications for RFQs. Keep requestors informed about all delays, back orders, or other problems with orders. - 10%

Review and reconcile purchase orders that have posted to UC Oracle and review encumbrance balance report to reconcile open encumbrances for release and appropriateness through UC Oracle. In conjunction with accounting assistant, serve as liaison, with Accounts Payable. Take lead on researching issues on large dollar items. - 10%

Dept Equipment Manager; Manage the tagging, selling, loaning, transferring, and disposing of the department's equipment items including donated and fabricated units. As part of the annual inventory check, ensure the accuracy and completeness of equipment records in the Asset Management System; maintain accurate count, location, ownership and usage status of the department's equipment inventory list by updating the AMS as changes occur. Keep faculty and researchers informed about the rules involving the disposition of any equipment or unwanted items. - 10%

Develops spreadsheets and other documentation to support analysis. - 5%

Negotiates with suppliers for lower prices and better terms and helps resolve supplier performance issues. - 5%

Interprets and applies basic University policies and procedures. Serve as resource for reimbursements for appropriateness, and inform labs if there appears to be a pattern of purchases without consulting Purchasing Specialist for compliance with purchasing guidelines. - 5%

Performs cost analyses and reviews terms and conditions for appropriateness. Makes awards based on cost and specification requirements. - 5%

Under general supervision, provides analysis of moderate purchasing projects. - 5%

Acquires and maintains a basic technical understanding of commonly purchased products. - 5%

Participates in professional development and training. - 5%

Maintain a complete and accurate desk reference manual (i