Administrative Assistant..

Favorite Job Required Qualifications Recruitment Number: 7917 Reports To: Purchasing Manager Working Title: Administrative Assistant III Cost Center: IR7458 Bargaining Unit: CX FLSA: Non-Exempt Payroll Job Code: 004722 Job Location: UCI Campus - Irvine Percent of Time: 100% Work Schedule: 8-5, M-F Appointment: Career   Position Summary:   Responsible for the purchase of a wide variety of complex and individualized office and research supplies, equipment, and services. Implements existing University existing policies in order to ensure compliance within the department. Analyze, organize, and prioritize incoming requisitions, using judgment as to the completeness of specifications and required date needed. Place PALCard orders, and provide complete documentation for purchase in a timely manner, ensuring compliance with PALCard purchasing guidelines. As a key member of the purchasing team, provide assistance to the department and Central Purchasing/Accounting as required during critical deadlines. Develop, implement, and maintain departmental purchasing procedures. Initiate requests for quotations from appropriate vendors. Analyze quotes and submits for internal approval with recommendations based on reliability of service, delivery requirements, and prices quoted, while adhering to the University's policies, procedures and common practices. Input data for purchase orders in the Kuali Financial System (KFS). Update vendor database by using vendor on-boarding procedures when necessary. Track receipt of items through packing lists and in communication with the end user, authorize payment on invoices if necessary, and ensure closeout of purchase orders upon completion. For purchases over $5,000, process bid requests and/or purchase requisitions by consulting with Principle Investigator (PI) concerning their precise specifications, choices of vendors, desired delivery, ensuring all necessary data are included when initiating paperwork to Purchasing and Risk Services. Act as an intermediary between Purchasing and Risk Services and Principle Investigator (PI). Independently work with multiple principal investigators and lab managers in expediting and investigating purchases, as required. Interact and advise vendors and campus purchasing officers of order details. Follow-up on problem orders and recommend appropriate solutions. Maintain document file systems necessary to provide and audit trail for all orders. Participate in training courses to stay abreast of updated policies and procedures. Acts as a liaison among the departments, Central Purchasing, and Accounting, to ensure a smooth operation between all units. Provides backup support in all purchasing areas in order to provide for consistency of operation during an absence of staff normally responsible for such activities.   Compensation Range:   Hourly: $23.24 - $27.28   Department Website:   http://www.eye.uci.edu   Required:   Thorough knowledge of administrative procedures and processes including word processing, spreadsheet and database applications. Requires good verbal and written communication skills, active listening, critical thinking, and multi-tasking and time management skills. Skill in managing sensitive and confidential information regarding bargaining unit issues. Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.   Preferred:   Final candidate subject to background check. As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.   The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 covered by the UC nondiscrimination policy.   Below are general guidelines on the position's physical, mental, and environmental working conditions. In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500.   Physical Requirements:   Bend: Occasionally Squat: Occasionally Crawl: Not Applicable Climb: Occasionally Kneel: Not Applicable Handle Objects: Not Applicable Push/Pull: Not Applicable Reach Above Shoulder Level: Not Applicable Sit: Constantly Stand: Occasionally Walk: Occasionally Use Fine Finger Movements: Not Applicable Carry/Lift Loads up to 25 Pounds: Occasionally Carry/Lift Loads up to 25-50 lbs: Not Applicable Carry/Lift Loads over 50 Pounds: Not Applicable Read/Comprehend: Frequently Write: Frequently Perform Calculations: Frequently Communicate Orally: Frequently Reason and Analyze: Frequently Chemical/Biological Agent: Not Applicable Construction Activities: Not Applicable Contact with Water/Liquids: Not Applicable Drive Motorized Equipment: Not Applicable Confined Spaces: Not Applicable Elevated Work Location: Not Applicable Radioactive Materials: Not Applicable Temperature Variations: Not Applicable Gas Systems: Not Applicable Return to Previous Page