Job Requisition Number: 26822. The Purchasing unit oversees over $137 million in annual spend with 11,500+ purchase orders processed under the direction of the supervisor. The unit is responsible also for all formal Request for Proposal/Request for Quote (RFP/RFQ) procurement solicitations and solicitations for revenue generating opportunities for the Student Affairs Division. Currently the unit manages revenue-generating contracts that bring in over $2M annually to campus. Furthermore, this position will learn to track and report Fair Wage/Fair Work related purchases and pursue and review audits of these suppliers annually, register all Prevailing Wage projects $15,000 and above with the California State Department of Industrial Relations, track and report on “Best Value” methodology for public bids, and track and report savings information in UCOP’s Benefits Bank.
Procurement Processing: •Document Production: 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. Develops spreadsheets and other documentation to support analysis. •Issues Requests for Quote (RFQ), Request for Information (RFI), Request for Proposal (RFP) bid packages. •Learns to initiate and track purchase orders through product/service delivery. •Uses technology to produce and transmit high quality work efficiently and effectively. •Develops, organizes, and maintains file documentation pertinent to audit reviews, contract terminations, federal contracting certifications, bid protests and disputes. •Participates on cross-functional commodity teams or other strategic sourcing initiatives. •Collaborates with more senior Buyers and with events team in order to review and modify off-site event agreements when needed, often with quick turn around time required. •Researches change order requests and learns to determine best course of action. •Ensures electronic contract files are complete and kept up to date. •Provides insight regarding how processes can be made more efficient and how communications to departments can be more effective. •Identifies and communicates department end user’s “pain points” to procurement team along with ideas for how to resolve those issues. •Works with purchasing team and with others on campus as needed in order to support the implementation of the identified process improvements.
Relationship Management: Supplier – •Negotiates with supplier for lower prices and better terms; •Helps resolve supplier performance issues; •Communicates with suppliers to receive quotes, place orders, and expedite delivery; •When needed, work with vendor to be vendored with UC Berkeley.
Customer – •Regularly communicates with campus and customers, primarily by phone and email; •Reduces risk to the University by ensuring departmental compliance with procurement policy; • . Works in conjunction with end-users to develop specifications for RFQ’s/RFP’s; •Identifies additional sources of supply for unique goods and services; •Develops cost and price analysis to evaluate supplier capabilities to meet University requirements; •Determines whether individual suppliers should be properly classified as an independent contractor or employee; •Reviews all low-value purchases for compliance and adherence to policy and acts as “Org Node Approver” in BearBuy when necessary.
Analytical Practices: •Interprets and applies University policies and procedures. •Makes awards based on lowest cost that meets specifications. •Performs costs analysis. •Reviews terms and conditions for appropriateness. •Under general supervision, provides analysis of moderate purchasing projects. •Runs reports and provides analysis of spend data, trends and opportunities.
Direct Student Employees: •Assist with hiring process; participate with interviewing and hiring. •Train students on the day-to-day transactional operations that need to be completed •Assign daily tasks from ticketing system. •Monitor Performance of students to ensure deadlines are met •Assist if needed with student schedules in order to ensure adequate coverage.
Professional Development: •Acquires and maintains a basic technical understanding of commonly purchased products. •Participates in professional development and training, such as attending classes, system wide or campus training, working on special projects, or serving on departmental or campus wide committees, in order to enhance job expertise.•Must have analytical skills necessary to evaluate the cost effectiveness of purchasing options. •Must be able to read, interpret, develop and negotiate terms and conditions of contracts. •Understands ERP/financial systems (such as Oracle, PeopleSoft, SAP, Banner, et cetera). •Must have strong interpersonal skills, both verbally and written that demonstrates critical thinking, active listening, persuasiveness, advising and counseling skills to communicate effectively with all levels of staff. •Proactive in dealing with issues and communicating solutions effectively. •Thorough organizational skills and ability to multi-task with demanding time-frames. •Experienced project management skills, including the ability to independently research; review and assess a range of variables to define key issues; evaluate reasonable alternatives, and make logical recommendations and decisions. •Experience analyzing information and synthesizing large amounts of data with strong attention to detail. •Ability to work both independently and as part of a team. •Ability to use sound judgment in responding to issues and concerns with excellent customer service. •Experience working with diverse populations, while performing consistently in an environment of competing demands, frequent interruptions, and fluctuating workloads. •Ability to use sound judgment in responding to issues and concerns with excellent customer service. •Proficient in the use of Microsoft Excel and Word. •Within 2 years of being in the position, required to pass Institute of Supply Management Certified Professional in Supply Management (CPSM) Modules 1 & 2.
•Education/Training: •Bachelor’s degree in related area and/or equivalent experience/training.
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.