Purchasing Coordinator - Head and Neck Surgery

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Responsibilities

Under the supervision of the Chief Financial Officer and/or CAO, you will serve as a member of a highly integrated administrative team, providing valuable administrative assistance for the Department of Head & Neck Surgery. In this role, you will serve as the main point of contact for the department's procurement needs including monitoring a central mail inbox of order and reimbursement requests from faculty physicians and researchers, resident interns and staff, placing orders through the BruinBuy system upon verification of appropriate funding sources, interfacing with vendors to verify pricing, availability and shipping date and resolving discrepancies with invoicing by vendors and following up with Accounts Payable to ensure proper payment.

As our Purchasing Coordinator, you will also coordinate details for various renovation projects as assigned by the CAO, Departmental Chair and Vice Chair that involve work with campus Facilities crew for painting, flooring, cabling, and lighting as well as related vendors for disposal of furniture and equipment. You will provide administrative assistance as needed to faculty and staff.
Qualifications
  • Strong written and oral communication skills to establish and maintain cooperative working relationships.
  • Ability to perform all word processing and data entry typing functions with speed and accuracy.
  • Knowledge of grammar, spelling and punctuation in order to compose, edit and proofread all necessary correspondence.
  • Ability to work independently and follow through on work assignments with minimal supervision.
  • Ability to organize and prioritize workload.
  • Computer knowledge and skill to navigate applicable computer programs.
  • Computer knowledge and skill to use word processing and database programs, including MS Word & Excel and the internet
  • Ability to obtain information of University procedures and policies and effectively relate information to appropriate individuals.
  • Working knowledge of UCLA Purchasing/Accounts Payable and Bruin Buy systems preferred
  • Working knowledge of UCLA Travel Express and Concur systems preferred
  • Working knowledge of UCLA Space Management & Equipment Inventory systems.
  • Working knowledge of UCLA Financial System applications such as Non-Payroll Expenditure Adjustment Request, Transfer of Funds, and On-line Recharge Order Request preferred
  • Working knowledge of School of Medicine's Query Database (QDB) reporting tool preferred

UCLA 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, or protected Veteran status.

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