University of California Job - 28772986 | CareerArc
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Company: University of California
Location: Santa Barbara, CA
Career Level: Entry Level
Industries: Government, Nonprofit, Education

Description

Job Posting Details
Position Information

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

 

Department Overview

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. 
  Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

  Job Functions/Percentage of Time/Duties

50%    Purchasing
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.

Accounts Payable
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. 

Form Processing
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.

  Equal Opportunity/Affirmative Action Statement

The University of California is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

 

Reasonable Accommodations

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications. 

 

Privacy Notification Statement

The State of California Information Practices Act of 1977 (effective July 1978) requires the University to provide the following information to individuals who are asked to supply information about themselves: Application: The principal purpose for requesting information on the Application is for applicant-tracking purposes and to collect applicant contact information. Affirmative Action and Equal Employment Opportunity Data Form: Information furnished on this form is requested by UCSB's Affirmative Action Office. The University of California, Santa Barbara is a Federal contractor and, therefore, must comply with Affirmative Action regulations issued pursuant to Executive Order 11246, Federal Revised Order No. 4, Section 503 of the Rehabilitation Act of 1973 and Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974. Furnishing the information on this form is voluntary. There is no penalty for not completing this form. The offices responsible for maintaining the information supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

GENERAL DATA PROTECTION REGULATION (GDPR) STATEMENT FOR PERSONS IN THE EUROPEAN ECONOMIC AREA: As part of our commitment to protecting your privacy, the General Data Protection Regulation (GDPR) Privacy Statement ("Privacy Statement") is designed to provide you, as a person in the European Economic Area, with information regarding the types of personal information that the University of California's Human Resources departments and offices collect about you. The Privacy Statement can be found at: https://ucnet.universityofcalifornia.edu/gdpr.html.nformation supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

 

Notice of Availability of the UCSB Annual Security Report

The University is committed to providing a safe and secure campus environment for our students, faculty, staff, and visitors. In accordance with the "Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act" (Clery Act), UCSB publishes an Annual Security Report to provide information regarding campus safety and security policies, crime statistics, and resources to current and prospective students and employees. This report includes statistics for the previous three years concerning crimes reported to Campus Security Authorities (CSAs) that occurred on campus, in certain off-campus buildings or property, and on public property adjacent to and accessible from campus. The report also includes campus policies concerning crime prevention, crime reporting, alcohol and drug use, sexual and interpersonal violence, student discipline, and other matters. To access the Annual Security Report, visit www.police.ucsb.edu/asr. A copy of this report may also be requested by contacting the UCSB Police Department (call 805-893-3446 or visit 574 Public Safety Bldg., Santa Barbara, CA 93106 during business hours). To learn more about the Clery Act and CSA duties and reporting requirements, please visit www.police.ucsb.edu/clery-act.

 

 

 



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