Job Posting Details
Payroll Title: Blank Assistant III
Job Code: 4722
Job Open Date: 05/10/2021
Primary Consideration Date for Open Until Filled: 05/24/2021
Department Code-Name: CNSI
Percentage of Time: 100%
Collective Bargaining Unit (CBU): CX
Grade Type/Grade: Other/None
FLSA Exemption Status: Non-Exempt
Work Location: Elings Hall, Room 3448
Pay Rate/Range: Depending upon experience. Pay range starts at $23.89/hr.
Days/Hours: Monday-Friday, 8am-5pm
The California NanoSystems Institute (CNSI), is one of four UC-based California Institutes for Science and Innovation (Cal ISI). CNSI's mission is to create an inclusive, collaborative, closely-integrated, and strongly interactive environment that will foster innovation in nanosystems research, educate the next generation of diverse leaders in science and engineering, and bring scientific and technological innovation into the economy and society. To spur basic discovery and translation, CNSI has developed world-class infrastructure and a range of synergistic platforms that facilitate interdisciplinary team science, provide critical research capabilities and create an environment for entrepreneurship, outreach and workforce training. The CNSI oversees the management of a large portfolio of extramurally and intramurally funded research projects, including the $25M UCSB NSF Quantum Foundry and $23.7M NSF BioPACIFIC Materials Innovation Platform (MIP). The CNSI provides broad support of UC Santa Barbara's research enterprise through numerous shared multi-user research laboratories and facilities, the Center for Scientific Computing (CSC), the Center for Science and Engineering Partnerships (CSEP), a Technology Incubator, multiple grant and fellowship programs plus other special initiatives. To learn more about our institute, please visit: www.cnsi.ucsb.edu
Brief Summary of Job Duties
The Purchasing Coordinator is responsible for the purchasing, shipping and receiving, equipment management plus invoice and reimbursement processing activities in accordance with applicable UC, State and Federal policies and procedures. Issues, receives, and processes all purchase orders and vendor blankets. Processes petty cash, membership, miscellaneous reimbursements for previously authorized transactions, business meeting requests, travel advances, travel expense vouchers and miscellaneous payment forms. Maintains equipment inventory list. Coordinates with faculty, post-doctoral researchers and graduate students to tag and monitor location of equipment. Submits required report to Equipment Management Office bi-annually. Manages pass-through account monthly. Receives, reviews and processes invoices and Flexcard transactions resulting from Institute's purchasing activity.Minimum Requirements
Bachelor's degree or equivalent combination of education and work experience. Demonstrated strong communication skills and ability to convey complex information obtained from multiple sources both verbally and in writing. Ability to multi-task and meet strict deadlines while maintaining a high level of accuracy. Professionalism, initiative, flexibility and analytical skills are necessary. Proficiency in administrative office computer software programs.Desirable Qualifications
Familiarity with UC and Federal Contract and Grant policies and procedures plus UCSB Procurement Gateway System.Special Conditions of Employment
- Satisfactory criminal history background check.
- UCSB is a Tobacco-Free environment.
For full consideration, please include a resume and a cover letter as part of your application.Job Functions/Percentage of Time/Duties
Issues, receives, and processes all purchase orders and vendor blankets for extramural contracts and grants, departmental and gift funds in accordance with applicable policies and procedures. Verifies appropriateness and allowability of charges in accordance with federal, state, university, donor specified and agency award guidelines. Ensures that adequate funds are available. Advises principal investigators, researchers, students and staff of applicable purchasing guidelines and procedures. Handles vendor inquiries and tracks status of purchases upon request.
20% Shipping and Receiving
Coordinates the sending and receiving of items for department. Verifies and keeps records on incoming and outgoing shipments and prepares items for shipment: Compares identifying information and counts, weighs, or measures items of incoming and outgoing shipments to verify information against bills of lading, invoices, orders, or other records. Notifies purchaser(s) when orders arrive. Documents the status of such notifications. Arranges the short-term storage needs for oversized, temperature-sensitive, and/or hazardous materials. Determines method of shipment, utilizing knowledge of shipping procedures, and rates. Examines outgoing shipments to ensure shipments meet specifications. Maintains inventory of shipping materials and supplies. Coordinates the return of damaged or defective goods to appropriate vendors. International Shipments/Export Control/Customs. Coordinates RMAs and tracks shipments returned for replacement/reimbursement.
5% Equipment Management
Maintains equipment inventory list. Coordinates with faculty, post-doctoral researchers and graduate students to tag and monitor location of equipment. Submits required report to Equipment Management Office bi-annually. Coordinates with faculty, post-doctoral researchers and graduate students to tag and monitor location of equipment. Prepares EIMRs as appropriate. Initiates and tracks fabrications.
25% Financial and Administrative Account Management
Pass Through Account
Manages pass-through account monthly. Identifies and transfers costs to individual projects for usage of chemicals and gases billed to the Institute in lump sum amounts. Verifies that charges are allowable and applicable to funding sources. Obtains and verifies supporting documentation. Prepares required transfers of non-payroll expense, reconciles accounts and monthly reports. Resolves discrepancies with appropriate campus personnel and vendors.
Receives, reviews and processes invoices and Flexcard transactions resulting from Institute's purchasing activity. Confirms receipt, quality and condition of orders or services with end users. Verifies that charges are allowable and applicable to funding sources. Resolves discrepancies with appropriate campus personnel, vendors and end users. Prepares and maintains all accounts payable vendor files and assists in various accounts payable projects.
Processes petty cash, membership, miscellaneous reimbursements for previously authorized transactions, business meeting requests, travel advances, travel expense vouchers and miscellaneous payment forms for activity charged to extramural funds according to agency, federal and UC policies and procedures. Receives initial requests from staff/faculty/postdocs/graduate students, evaluates allowability of request to be charged on a specified contract or grant, ensures that submitted documentation is acceptable under agency, federal and UC policies and procedures, prepares documents, verifies funding sources, assigns object codes and obtains required approvals and exceptions. Assists with travel arrangements as necessary. Verifies that the charges are allowable and applicable to the funding source.
Special Projects and Other Duties
Maintains complete and accurate financial files, insuring the department is "audit ready" at all times. Updates desk manual and keeps abreast of policy and procedure modifications. Special projects and other duties as assigned.
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