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Application Review Date The First Review Date for this job is: 10/25/18
Departmental Overview Engineering Research Support Organization (ERSO) supports 240+ faculty affiliated with 22 campus-wide departments, schools and colleges, with over $120 million in annual research expenditures, $215 million in research awards. The total research expenditures administered by the unit represents 21% of campus-wide research expenditure volume.
The mission of ERSO is to provide an integrated and effective research administrative center to support and promote the healthy growth in the College of Engineering research enterprise.
The Purchasing/Reimbursement Coordinator supports the mission of the University. The successful accomplishment of research and academic programs and objectives is often dependent upon the timely procurement of laboratory materials, equipment, conference registrations, reimbursements, and timely resolution of problems or issues. Purchasing/Reimbursement Coordinators serve as an expert resource to its service units by providing group and individual training, fielding questions sent via email, as well as resource to the Vendors, and Research Administrator teams. The primary customers served are faculty/ Principal Investigators; researchers and/or graduate student researchers; and industrial members; but service also extends to Visiting Academics, Administrative/Technical Support Staff, or to any individual who may require the help and support of ERSO B&FS.
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 a diverse 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 to communicate 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.
Excellent computer skills to navigate the internet and use online web based systems as well as office software systems.
Able to interpret and communicate Procurement, Business and Contract information in oral and written form.
Able to comprehend and interpret written policies to a variety of research staff, faculty and students.
Ability to adapt to new situations and demonstrate flexibility to handle multiple tasks.
Ability to perform complex internet searches for policies, guidelines, vendors, pricing comparisons etc.
Ability to read, comprehend and comply with UCB policies and procedures.
Ability to be diplomatic. Shows respect to others by listening and helping to solve the problem or issue in a clam professional manner.
Team player- Promotes team ownership of projects and avoids personal control.
Results Oriented. Demonstrates a sense of urgency. Willing to teach to accomplish goals and makes things happen.
Ability to manage stress. Keeps positive perspective in tense situations.
Comprehensive knowledge of and ability to apply BUS 79, 77, 34, and 43, as well as UCB BluCard (Business Credit Card Guidelines) and UCOP travel policy, G28 and UCOP moving and relocation policy, G13.
Business Bulletin 43 Employee-Vendor Relationships Material Management Part 7I.
Insurance Requirements/Certificates of Insurance Bulletin 63.
Independent Contract Guidelines Business Bulletin 34 Independent Consultants.
Knowledge of payments to Foreign Individuals/Visa Status/Tax Treaty Laws, Business Credit Card Guidelines, BFS, BearBuy Basic Equipment/Fabrication guidelines.
Procurement, Business and Contracts Principles of Purchasing, General Sales Tax Laws.
Working knowledge of the Berkeley Financial System, Reimbursement System, and BearBuy.
Intermediate level of understanding associated with accounting principles and reporting, e.g. bookkeeping skills.
Knowledge of and ability to use such office systems as MS Word, EXCEL, ACCESS, Google Docs.
Salary & Benefits For information on the comprehensive benefits package offered by the University visit:
*The hourly salary range designated for this position: $23.47 - $27.51; however, starting salary will be commensurate with experience.
How to Apply Please submit your cover letter and resume as a single attachment when applying.
Conviction History Background This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
Equal Employment Opportunity The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status. For the complete University of California nondiscrimination and affirmative action policy see: http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct
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