Procurement Analyst

University of California - Irvine; Orange (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

The University of California, Irvine is seeking a Procurement Analyst to join the Purchasing team. You will evaluate requisitions, process purchases up to $5,000, and guide departments on reimbursements and disbursements for a wide range of research and office materials, services and equipment.

You will identify vendors, obtain quotes, negotiate terms for small orders, and coordinate with Purchasing and Risk Services for larger orders, while maintaining complete documentation according to campus

Qualifications

• Analytical skills to evaluate purchasing options.
• Effective written and verbal communication.
• Navigate university purchasing and financial policies.
• Proficiency with spreadsheets and word processing software.

Responsibilities

• Evaluate requisitions and process purchases up to $5,000.
• Coordinate with Purchasing and Risk Services for orders above $5,000.
• Maintain documentation per campus guidelines and ensure policy compliance.

Skills

Analytical skills

Communication skills

Prioritization abilities

Ethical judgment

Customer service

Education

Bachelor's degree in related area

1-3 years related experience

Tools

Microsoft Office

Google Workspace

Adobe

Job description

Who We Are

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation's top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It's located in one of the world's safest and most economically vibrant communities and is Orange County's second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

Ranked among the top neurology departments in the country by the National Institutes of Health, the UC Irvine Health School of Medicine's Department of Neurology is committed to advancing clinical care, education and research to help patients with diverse neurological conditions. The department's 45+ full-time teaching faculty members are highly-experienced clinicians who are devoted to training the next generation of neurologists

Your Role on the Team

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.

Under the general supervision of the Purchasing Manager, the Procurement Analyst independently evaluates and processes requisitions and provides guidance to departmental constituents for various types of reimbursements and disbursements. 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, incentive payments, 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 maintaining accurate and complete supporting documentation per campus guidelines. Responsibilities include extensive knowledge of university policies and procedures as they pertain to procurement, accounting, basic contract and grant regulations, and business rules.

What It Takes to be Successful

Required

• Analytical skills necessary to evaluate the quality and cost effectiveness of purchasing options.
• Ability to communicate effectively in writing and verbally. 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
• Ability to work with complex organization learning, understanding and administering a wide range of purchasing & financial policies 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.
• Working level of proficiency in the use of standard spreadsheet and word processing software. Working knowledge of Microsoft Office, Google software and Adobe.
• Ability to work in a fast-paced work environment and effectively analyze and prioritize competing requests and work demands. Works independently, adjust to changing priorities, deadlines, interruptions and general supervisory oversight.
• Skills 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, maintain strong ethical and professional judgement, 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 customers issues.
• Ability to work with complex organization learning, understanding and administering a wide range of purchasing & financial policies
• Knowledge of purchasing, shipping, and warranty terminology.
• Ability to maintain confidentiality
• Bachelor's degree in related area and / or equivalent experience / training
• 1-3 years of related work experience, or an equivalent combination of education and experience is preferred.

Preferred

• Adequate knowledge of scientific and technical terminology and commodities when purchase requisitions are received. Some knowledge of the organization's departments and operations in order to meet their procurement needs.
• Understands ERP / financial systems (such as Oracle, PeopleSoft, SAP, Banner, etc.).

Special Conditions

• May require some evening hours and/or overtime.
• May require travel between various offices and clinics in Orange and Irvine campuses.

Total Rewards

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 compensation practices and benefits.

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
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

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 - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement:

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 covered by the UC Anti-Discrimination Policy.

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 [phone] or [e-mail].

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization