Description
Job Posting Details
Payroll Title: Blank Assistant 3
Job Code: 004722
Job Open Date: 04/23/2024
Application Review Begins: 05/08/2024; open until filled
Department Code (Name): MTRL (MATERIALS RESEARCH LAB)
Percentage of Time: 100%
Union Code (Name): CX (Clerical)
Employee Class (Appointment Type): Staff (Career)
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: STEPS
Hiring/Budgeted Hourly Range: $27.29 to $29.92/hr.
Full Hourly Range: Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for this position is $27.29 to $39.12/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.29 to $29.92/hr.
Work Location: MRL Building, Room 2066C
Working Days and Hours: M-F; 8am - 5pm (suggested)
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid
Special Instructions: For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement:
Widely recognized as one of the top five materials research facilities in the world, the MRL serves as the innovation engine for discoveries in new materials. The facility is home to a scientific and engineering community that creates new collective knowledge and fosters the next generation of scientific leaders. By enabling modern technological advances, the high-impact research conducted at the MRL and its affiliated centers has enormous societal impact, and is shaping the future of technology, the environment, and medicine.
Benefits of Belonging:
Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC
Brief Summary of Job Duties:
The MRL Purchasing & Reimbursement Coordinator provides support for purchasing, reimbursements, and events in the Materials Research Laboratory at UCSB. Serves as the point person for all MRL Gateway and FlexCard orders, including review of requisitions, receipt of purchase orders, review of invoices, and researching and resolving any order issues. Manages inventorial equipment records, including coordination of equipment audits. Assists MRL researchers and faculty with Concur reimbursement requests for travel and entertainment expenses. Provides support for MRL events, including placing catering orders, reserving meeting rooms and assisting MRL visitors with visa applications and lodging reservations.
Required Qualifications:
- High school diploma or GED.
- Strong organization skills and attention to detail.
- Strong oral and written communication skills.
- Ability to take initiative and work independently.
- Must be able to work well in a team environment and collaborate well with others.
Preferred Qualifications:
- 1-3 years of previous office/administrative experience.
- Possess thorough knowledge of administrative policies and procedures.
- Possess thorough knowledge of applications including word processing, spreadsheet, and database applications.
- Possess thorough knowledge of campus systems required for the performance of the position, including Gateway and Concur.
Special Conditions of Employment:
- UCSB is a Tobacco-Free environment
- Satisfactory conviction history background check
Job Functions and Percentages of Time:
50% Purchasing Administrator - Responsible for executing MRL purchasing transactions through Gateway. Serves as the department pre-approver on all purchasing requisitions. Reviews requisitions to ensure funding availability and compliance with UC procurement policies and procedures and agency guidelines. Reviews requisitions for restricted commodities and/or hazardous materials, and flags orders for commodity and/or EH&S review/approval. Advises researchers on documentation requirements, including competitive quotes, source selection, price reasonableness, and sole source justification. Maintains close communication with vendors and UCSB buyers to track and expedite complex orders. Handles inquires, researches and resolves problems pertaining to purchases, invoices and shipments. Prepares wire transfer requests for payments to foreign vendors. Monitors and maintains vendor blanket agreements. Manages recurring service bills and accounts (water, shredding, etc.), including payment of monthly invoices and resolving billing issues. Checks in packages and notifies researchers when orders are delivered. Coordinates with MRL Administrative Manager and MRL financial analysts on complex purchasing transactions to ensure funding availability and compliance with funding guidelines. Responsible for checking packing slips against orders, ensuring orders have been received and accepted and that invoices are processed correctly. Responsible for initiating, placing and monitoring FlexCard orders on behalf of the MRL. Ensures Flexcard orders are in accordance with UC Flexcard policies and procedures. Generates Flexcard purchase orders in Gateway and maintains auditable logs and records of FlexCard orders. Manages purchase order liens and importing and posting of invoice expenses in department financial shadow system. Assists with closing contracts/grants by checking outstanding purchase order liens and ensuring all orders are completed and closed in a timely manner.
25% Reimbursement Coordinator - Processes travel, business meeting, and entertainment reimbursement requests in compliance with applicable policies and procedures. Advises faculty, researchers, staff, and students of proper University and agency guidelines regarding reimbursement of travel and entertainment expenses. Works closely with MRL faculty, researchers, staff, and students to provide assistance with navigating the Concur reimbursement system. Tracks approval flow of Concur requests and reports and works with Concur users to troubleshoots problems. Assists with coordination of the MRL-CNSI Heeger travel fellowships, including assembling applicant information and sending award announcements.
5% Equipment/ Inventory Administration - Works with Equipment Management to ensure equipment orders are in compliance with University policies and Federal, State, and agency regulations. Tags new inventorial equipment and maintains equipment inventory. Responsible for completing biennial Equipment Inventory audit report. Coordinates with faculty and equipment custodian to document equipment condition/location and submits report to Equipment Management by the deadline. Advises MRL researchers on equipment management policies and practices. Assists researchers with any off-campus use, transfer, loan, loss, theft, or destruction of inventorial equipment through the online EIMR process. Assists with the disposal of inventorial property via the Excess and Surplus Property Disposal (ESPD) form.
15% Event Support - Assists with planning and logistics for MRL events, including scheduling meeting rooms, reserving parking, disseminating meeting announcements, arranging catering, and providing onsite event support. Provides support to MRL visitors with travel arrangements, including visa coordination, hotel reservations, and meeting schedules.
5% Other Administrative Support- Provides back-up support to the MRL administrative coordinator, including scheduling reservations for the MRL conference rooms, distributing mail, and managing access to the MRL conference rooms. Other special projects as assigned.
UC Vaccination Programs Policy
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs – With Interim Revisions.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.
For more information:
UC Santa Barbara COVID-19 Information
· University of California Policy on Vaccinations – With Interim Amendments
* Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.
Equal Opportunity/Affirmative Action Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For more information:
University of California's Affirmative Action Policy
University of California's Anti-Discrimination Policy
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Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures
Application Status
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