This position provides leadership, direction and management of UCLA Campus Purchasing & Payables as it provides procurement and supply chain management services to the campus and all non-payroll disbursement services to the campus, UCOP, and UC Merced, and to the Business Contracts / revenue agreements function for the campus. The UCLA Chief Procurement Officer also collaborates with other CPOs across the UC system in leveraging system-wide spend.
The Purchasing and Strategic Sourcing units identify sources, competitively bid and negotiate pricing, terms and conditions, establish price reasonableness and award contracts for goods and services, including consulting and government subcontracts, leveraging approximately $1.2 billion in annual expenditures. The Strategic Sourcing program is a major campus-wide program designed to streamline procurement processes, leverage buying power through strategic alliances and drive electronic procurement. Construction contracting and purchasing for the UCLA Medical Center are handled by other organizations at UCLA.
Accounts Payable (AP) supports the UCLA campus, UCOP, and UC Merced by receiving invoices and making disbursements for the purchase of goods and services, including construction activity, processing over 800,000 invoices and disbursing $1.5 billion annually. AP makes payments by electronic funds transfer, virtual credit card, check and wire transfer. AP maintains the official accounting records in support of disbursements and the internal control structure in accordance with system-wide guidelines, regulatory requirements, sound business practices, and generally accepted accounting principles.
As the leader of Campus Purchasing and Accounts Payable, this position is the business owner for purchase-to-pay technology, including the implementation of the P2P modules of Oracle Cloud Financials (slated to go live July 2021).
The combined organization consists of a staff of 67 with an annual operating budget of $9 million, and generates roughly $7 million in annual incentive revenues, including patronage incentives, prompt pay discounts, and credit card program incentives.
Demonstrated ability to acquire, allocate, and optimize the use of physical resources. Ability to develop, defend and manage complex budgets, including administrative recharges. Required Excellent communication skills, both oral and written that are effective, professional, and appropriate for the audience, for the purposes of influencing, informing, eliciting, counseling, persuading, mediating and negotiating in groups and one-on-one. Ability to convey complex and technical material to varying audiences, develop and deliver presentations and training, and produce clear and concise correspondence, reports and procedural manuals. Required Demonstrated ability to effectively interface, negotiate and exchange ideas, information and opinions with a variety of campus units and stakeholders in order to gather information, assess situations, build consensus, reduce resistance to change and resolve conflicts. Required Demonstrated ability to work collaboratively and communicate effectively with peers, subordinates and management at all levels, and interacts diplomatically, yet assertively and constructively, with customers, so that short-term and long-term goals are achieved for operational results, customer satisfaction and employee satisfaction. Required Ability to foster a control environment that encourages the highest level of integrity and professional standards. Demonstrated working knowledge of internal control concepts and techniques. Working knowledge of external and internal audit practices and expectations. Required Strong sense of service orientation with a proven ability to balance customer service, controls and compliance. Ability to develop creative solutions in situations where many variables are constrained, and the initiative to constantly improve the department. Required Demonstrated ability to analyze complex information and formulate logical and objective conclusions and action plans. Ability to articulate analysis, options and conclusions orally and in writing. Demonstrated ability to be innovative, applying experience, knowledge and judgment to situations. Required High level of professionalism and integrity with a demonstrated ability to work proactively with and gain the confidence of all levels of an organization. Ability to maintain focus and successfully execute against plans and bring closure to activities, tasks and projects. Strong organizational skills with the ability to manage a range of projects simultaneously. Proven track record of getting things done. Required Demonstrated strong personnel leadership, creating and maintaining teams and harmonious working relationships among staff and subordinates. Ability to maintain good morale, motivate employees and stimulate productivity. Coach and provide timely feedback, including progressive discipline when necessary, to employees. Required Excellent project management skills demonstrated by the successful implementation of a project at a large and complex organization. Required Excellent relationship management abilities; the ability to manage through influence and persuasion at all levels of an organization. Ability to lead a team and to influence and effect change. Required Demonstrated ability to develop and implement strategic planning processes, benchmarking, and organizational performance measures to drive operational improvement. Required Demonstrated ability to develop and communicate short and long-range goals, strategies and direction, and take sustained action toward timely attainment of goals, within budget. Required Demonstrated ability to apply technology in improving organizational effectiveness and enhancing productivity, including the technical competency to design, select, implement, and manage technology solutions. Required Strong leadership, organizational and administrative skills, with extensive work experience, expertise and leadership responsibility in the procure-to-pay cycle at a large, complex entity. Required Demonstrated ability to establish and manage, directly and through subordinates, effective supplier relationships and performance expectations for strategic and alliance suppliers, consortiums and other suppliers. Working knowledge of general ethical concepts that guide relationships between buyer and seller and techniques to maintain effective supplier alliances. Required Bachelor's degree in Accounting, Finance, Engineering or a related field (or equivalent combination of education and experience). Required MBA plus C.P.M. or CPSM, and/or CPA certification. Preferred Experience in leading the Accounts Payable function in a large complex organization. Preferred Knowledge of commodities and services acquired and distributed by institutional materiel operations including medical, laboratory and scientific equipment and supplies, telecommunications and information technology services and supplies. Knowledge of ordering, handling and receiving procedures for hazardous, biological and pharmaceutical substances. Preferred Experience at a large research institution and/or medical center. Preferred Extensive knowledge of purchasing and payables in the Public sector, including Federal purchasing requirements for contracts (FAR) and grants (Uniform Guidance) and applicable Federal and State laws and regulations. Preferred
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