Purchasing Assistant/Travel Coordinator

Purchasing Assistant/Travel Coordinator Under general supervision, assists with processing financial transactions, order follow up for account reconciliation, and provides additional support to the administrative staff as needed while remaining compliant with UC policies and procedures. Uses skills as an experienced procurement professional. Works on assignments that are diverse and complex in nature, and requires strong analytical skills necessary to compare and contrast purchasing options. Demonstrates good judgment in selection methods and techniques. Makes independent decisions. Receives assignments and determines how to use resources to meet schedules and goals. Identifies risks and responds accordingly. Exercises judgment in selecting methods, techniques and evaluation criteria for obtaining results. The full salary range for the Purchasing Assistant/Travel Coordinator is $29.35 - $42.06 per hour. However, the expected pay scale for this position is $29.35 - $34.46 per hour. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs. Applicants must have current work authorization when accepting a UCR staff position. Currently, we are unable to sponsor or take over sponsorship of an employment Visa for staff. As a University employee, you will be required to comply with all applicable University policies and/or collective bargaining agreements, as may be amended from time to time. Federal, state, or local government directives may impose additional requirements. Educational Requirements High School Diploma plus five (5) years of Administrative Experience or an equivalent combination of education and experience. Bachelor's degree in business administration and one year of related experience. Preferred. Experience Requirements Experience within a customer service oriented environment responding to and meeting/exceeding the needs of the customer while adhering to policy. Preferred. Experience working in an institution of higher learning. Preferred. Minimum Requirements Demonstrated extensive and responsible purchasing and accounting experience in an online environment. Ability to analyze varying product and service features, prices and qualities, and determine the most cost effective purchase for the department. Demonstrated interpersonal skills to communicate and interact effectively and professionally with colleagues, faculty, students, international visitors, and diverse clientele. Skill in prioritizing assignments to complete work in a timely, organized, and accurate manner under the pressures of deadlines, interruptions, distractions and competing priorities and requirements. Ability to interpret and apply complex policies; ability to research and analyze information to formulate and implement solutions to problems. Skill in creating and editing spreadsheets and reports using Word, Excel, or other software applications; skill in exporting/importing data from or to different software applications or data collection and retrieval; and experience with Internet search engines for data gathering purposes. Skill in working independently, following through on assignments and setting priorities that accurately reflects the relative importance of job responsibilities. Ability to sit for long periods of time. Skill in accurate record keeping with strict attention to detail. Preferred Qualifications Demonstrated knowledge of University financial policies and procedures. Skill and knowledge of UCR's financial systems, Oracle Purchasing systems, ePay, Concur, and/or other on-line accounting and purchasing systems. Ability to lift 30lbs. 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: BLANK AST 3 Job Code: 004722 Department Head: Sherice Underwood Supervisor: Jeanette Westbrook Department Custom Scope Under general supervision, assists with processing financial transactions, order follow up for account reconciliation, and provides additional support to the administrative staff as needed while remaining compliant with UC policies and procedures. Uses skills as an experienced procurement professional. Works on assignments that are diverse and complex in nature, and requires strong analytical skills necessary to compare and contrast purchasing options. Demonstrates good judgment in selection methods and techniques. Makes independent decisions. Receives assignments and determines how to use resources to meet schedules and goals. Identifies risks and responds accordingly. Exercises judgment in selecting methods, techniques and evaluation criteria for obtaining results. Key Responsibilities Responsible for the procurement of goods and services for six departments and units. Process purchase requisitions and DAPOs using UCR on-line system ensuring policies are followed in the daily ordering of supplies and equipment. Campus Business Services on-line ordering and ProCard. Prepare purchase orders in Concur for travel, airfare, shuttle services, hotels and conference registrations. Select vendors based on items requested and ensure proper utilization of UC contracts. Confirm authorized uses for spending authority and ensure that funding source has adequate funds for purchase. Negotiate pricing, delivery and availability of goods and services, make decisions on vendors as well as item substitutions. Provide requestor with information on substitutions, back orders and price increases. Obtain all prior approval requirements before placing orders in accordance with UC policy, including approval with Environmental Health and Safety for all radioisotope orders, approval and licensing through Central Procurement for controlled substances, campus building permits through Facilities Services and work orders for large equipment and furniture purchases, and HR review and approvals for setting up independent contractors. Research and obtain all incomplete information and details not provided by requester. Transmit all finished and received DAPO invoices to Accounting Office for payment as needed. Responsible for establishment, cancellation and renewal of blanket authorizations for equipment repairs, memberships, subscriptions, and other routine purchases such as lab supplies, gases, dry ice and chemicals. Train Faculty, Staff and Students in utilizing campus electronic purchasing systems such as Oracle to initiate the purchasing process. Stay current on purchasing system changes/updates. Prepare web recharges for on-campus suppliers of goods and services. Provide technical support for all departmental DAPO inquirers, troubleshoot problems arising from errors or irregularities in ordering or shipping and coordinate the findings with Purchasing. Receiving, and Accounting. Troubleshoot and resolve problems on invoices per Accounting requests. Handle follow-ups on back orders or damage items that must be returned to vendor. Main front office contact, greet and direct visitors, answer questions. Responsible for Monitoring & Distribution of ProCard Expenses for BMP, handling 50% or more of transactions needing funds allocated. Assist with verification of annual equipment inventory. SC Logic IT administrator for Boyce Hall receiving room. Reserve vehicles with Fleet Services and parking permits with Parking Services. Miscellaneous administrative functions as needed. Serve as Concur Travel Arranger for BMP Administrative Services Unit. Prepare travel reimbursement requests in Concur for travel by faculty, staff, students, visiting scientists, seminar speakers, and prospective graduate students. Responsible for processing domestic and international travel in accordance with established departmental, CNAS, campus, and system-wide policies and procedures. Obtain appropriate documentation, including original receipts when required; provide sufficient detail to justify travel expenses; and obtain exceptional approval as needed. Directly communicate with travel vendors and/or campus community in the processing of all invoices, respond to inquiries and resolve discrepancies. Prepare Honorariums, check requests, wire transfers and intercampus recharges. Process entertainment reimbursement requests, following current campus

Created: 2026-03-04