The Engineering Research Support Organization (ERSO) is an administrative unit within the College of Engineering focused on providing comprehensive research administration services.
The mission of ERSO is to provide an integrated and effective research administrative center to support and encourage healthy growth in the College of Engineering research enterprise. The organization is comprised of approximately 90 professional and clerical staff, reporting within the College of Engineering, and supporting over 600 GSRs, postdocs, visiting scholars,professional, technical and lab staff.
80% Procurement/Payment Administration: Provides full scope of procurement and payment functions to entire ERSO community.
•Advises, instructs, and supports users regarding University procurement and payment policies and procedures. Instructs department customers on the various procurement and payment methods available. Provides assistance with the ERSO Intranet request system, BearBuy, and the Reimbursement System. Reviews payment and purchase requests and selects appropriate payment method. •Establish new vendors in campus database by coordinating with vendor and central campus department responsible for establishing vendors. •Identify when campus policy requires vendors to obtain insurance. Requests insurance certificates from vendors with minimum insurance requirement amounts. •Conducts procurement activities by using the ERSO intranet and campus BearBuy system. The purchasing/payment coordinator will process, monitor, update and review all transactions through these systems, per established department guidelines. •Participates in the development of written procedures and best practices for ERSO B&FS team. Provides suggestions for the improvement of departmental processes. •Ensures all relevant documents are retained electronically for respective orders for department record retention. •Proficient in BearBuy; understands which form is appropriate for specific procurement activity. •Understanding of the chart of accounts, including assigning the appropriate account code of expense type and working in the correct Org Node.
Travel and Entertainment/Payment Services: •Process basic travel and entertainment requests for individuals and vendors. •Ensures that all travel and entertainment requests are in compliance with ERSO procedures and University policies. •Advises non-US citizens and sponsoring staff of foreign visitors of visa requirements to qualify for travel reimbursement according to immigration regulations. •Serves as the initial reviewer of exceptional reimbursement requests and contracts for hotel conference planning prior to submission to campus office for official approval, and may negotiate hotel contracts for ERSO units. Ensures that all entertainment requests are in compliance with ERSO and College/School/Units procedures and University policies. •When applicable, requests foreign documentation from payee. Procurement Services: •Commits department to expenditures by placing all LVPA orders (Up to $ 4,999) by BearBuy, phone, Internet, fax or blucard card. •Prepares orders in access of $5,000 for department Senior Buyer review, including review of justification for selection of non-low bidders, source justification and price reasonableness. •Resolves problems related to procurement, delivery, payment methods, and installation. Recommends effective procedures to successfully obtain goods and services to meet the customer needs. •Works closely with supervisor and other administrators in unit to assure department compliance with relevant policies, procedures and regulations, accuracy and completeness of orders and special terms of purchase. •Coordinate with customers and vendors to resolve problematic orders, prepare Return Merchandise Authorizations (RMA), request credit memos, and resolve invoice or shipment errors. Any problem complex in nature should be referred to the supervisor.
For Event Planner Card/Procurement Card Holders: •Obtains UCB Business Credit Card and complies with campus credit card policy, BUS-43, part 8. •Ensures all blucard transitions have the appropriate support documentation and within 7 days of the staging period charges are identified in BFS, with ERSO naming convention, and transactions are reconciled within 10 days of staging date. •Stays abreast of campus compliance and requirements regarding the blucard Program. Ensures ERSO practices are in compliance with program requirements. •Gathers all necessary information for selected blucard transactions during assessment audits.
20% Problem Resolution/Customer Support: •Provides customer service support as a member of the ERSO email aliases, in a professional, timely, authoritative, and consistent with ERSO processes and UC policy. •Provide assistance to customers using the ERSO intranet system, BearBuy, or answering questions through purchasing email alias. •Possess a comprehensive understanding of the campus systems; intranet, and department file management system in order to quickly gather the necessary information to resolve problems. •Proactively follow-up with customer throughout the resolution process. When an issue is completely resolved, always provide closure to the customer/requester and complete a feedback loop. •Provide clear information in written and/or verbal format to inform the customer of the final resolution. •Participate in team meetings to define, enhance, and recommend changes to processes to gain efficiencies. •Proactively follows-up with customer throughout the resolution process. •Resolve any payment issues – match exceptions, troubleshooting with vendor, payee, central unit, etc. •Communicate in a friendly manner and provide excellent customer service.•Ability to work with the customer base in a friendly, courteous and proactive manner using the telephone, e-mail and fax systems to communicate. •Good follow-up skills, using the telephone and email communication with the customer. •Ability to provide potential solutions to supervisor when facing a problem or issue not previously encountered. •Thorough knowledge of financial processes, policies, and procedures. •Ability to work in a high paced, high performing team. •Ability to be adaptable. Capable of adapting to others and new situations. •Must be detail-oriented by providing rigorous attention to detail to ensure all documents, including calculations are correct prior to forwarding information on to other departments.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.