Procurement Anl 3

Responsibilities

• Drafts and executes purchase orders, utilizing standard terms and conditions for materials, supplies, equipment, and services
• Implements all departmental procurement requests through the BearBuy system and P-Card program. Reviews and finalizes procurement requests, reviews orders for accuracy and completeness, including double-checking details entered by shoppers, completes requisition details such as accounting codes, shipping addresses, etc., adds additional requisition approvers as either pre-approvers or ad-hoc approvers, submits orders into workflow.
• Ensures University of California Terms and Conditions are mandated when purchasing goods and/or services. Reviews for changes, deletions, exceptions, or additions to be made on BearBuy documents.
• Reviews and executes contract agreements for supplier quotes and proposals, requesting UCSF signatures, obtaining signatures from appropriate levels of authority, and sending suppliers the final versions.
• Ensures University of California policies are implemented when purchasing goods and services from a supplier if there is a conflict of interest which prohibits an employee from participating in or making a decision about the purchase.
• Ensures professional services and independent consulting procurement requests include a statement of work for purchasing services that clarifies the department’s needs and expectations, avoiding ambiguity and future disputes. Reviews documentation for the project scope, period of performance, UCSF project manager, physical location, supplies and equipment, payment rates, total dollar amount that the purchase order cannot exceed, and payment terms.
• Ensures fair wage and fair work program from suppliers are applied when purchasing services, including services provided at a UC location, purchase is not funded by an extramural agreement, and service that is not a public work and not paid more than the fair wage and fair work rate.
• Executes departmental equipment procurement requests. Determines and takes appropriate actions to ensure the purchase is capital equipment. Verifies that the equipment has a normal life expectancy of more than one year and is not expendable where the equipment is not consumed by its use. Ensures the capitalized cost will exceed $5,000 to include the price of the equipment and other costs needed to put the equipment into service such as required installation services, startup components, accessories, startup kits (e.g. regulators), freight, handling, and sales tax. Establishes purchase requirements for installation, warranty, accessories, special training, start-up kit, etc. Ensures the purchase order for the equipment includes a four-digit inventory custody and physical location code.
• Ensures that when engaging an offsite, non-University of California (UC) facility rental for an event such as a retreat, symposium, meeting, teaching course, etc., the policies and procedures adhere to comply with UC policies. Reviews the finalized dates of the proposed event, determines the number of guests (including non-UC guests), alcoholic beverages to be served, if the facility requires a certificate of self-insurance from the University, any third-party vendors such as outside caterers, florists, audio-visual services, live entertainment, etc., deposit and the deposit due date, cost of the facility rental, lodging, meeting room fee, food and beverages, etc.
• Reviews capital equipment purchasing options for purchase or lease since some leases may take a longer lead time as equipment may have to be made to specifications. Ensures all necessary documentations and engages with Supply Chain Management buyer on the in-house financing or financing with a UCOP-approved lessor when lease option is selected to spread out the payments into multiple equal payments, normally thirty-six to sixty months. Ensures the purchase order for the equipment includes a four-digit inventory custody and physical location code.
• Ensures the procurement request qualifies for the California partial sales tax exemption for manufacturing and research and development equipment purchases and leases. Reviews equipment purchase to meet all required conditions to be eligible and that the research and development activities must either be in biological sciences or physical sciences.
• Engages with IT Security to complete a full risk assessment and attach a risk assessment intake email to the procurement request. Ensures that the After-the-Fact purchase order is used when a requisition and purchase order are being issued after the transaction has occurred and when the transaction doesn’t fit the limited requirements of a BearBuy payment request and is restricted to Procurement P-Card. Reviews the written justification for the unauthorized procurement including a statement regarding whether or not the price is considered reasonable and the basis for making that determination. Reviews the explanation of the action plan to preclude any future unauthorized purchases and that the After-the-Fact form is signed by the Director, Principal Investigator, Department Chair, or Head.
• Ensures that the amount-based procurement request for goods or common services based on a dollar amount limit rather than quantity enables UCSF to have a supplier issue multiple invoices against a single purchase order. Reviews the justification for the purchase for the required demonstration of selection of an appropriate supplier and of price reasonableness for all federally funded purchases over $3,500 and for all non-federally funded purchases over $10,000 with supporting documentation that may be needed.
• Ensures that the purchase for all United States Drug Enforcement Administration (DEA) controlled substances, including schedules I-IV and list I chemicals, complies with regulations which are regulated by the DEA and the University must follow procedures for ordering and receiving controlled substances. Determines if the item is a DEA schedule-controlled substance or California-regulated chemical precursor. Initiates and completes procurement request with the signature of approval by the Principal Investigator.
• Ensures the Health and Insurance Portability and Accountability Act (HIPAA) policy is followed if the transaction involves a supplier using, accessing, receiving, or otherwise being disclosed University of California Protected Health Information (PHI).
• Processes procurement requests for logistics services such as mail services between the University and outside postal and delivery systems, request assistance with large equipment for receiving, configuration, and installation, surplus of departmental capitalized equipment, and the purchases of specialized and industrial-grade gases and alcohol.
• Reviews and manages lien removal on purchase orders. Submits change order requests to move or transfer liens, liquidate or relieve liens, and close entire purchase orders and remove liens.
• Resolves invoice issues and discrepancies for lien removal. Matches exception handler for purchase orders. Reviews and approves or rejects vouchers of any amount where the supplier invoice failed the purchase order matching tolerance. Engages with end users to verify that the discrepancy is acceptable or contacts the supplier to issue a new invoice.
• Reviews and ensures the reimbursement for faculty, staff, and trainees travel, guest travel, cash advances for employees, meeting and entertainment meals, and miscellaneous expenses comply with UCSF and department travel and entertainment policies to be reimbursed in a timely manner and understand which expenses will and will not be covered by the University. Assists with reimbursement as an expense delegate to create an expense report or cash advance on behalf of another user in the MyExpense system.
• Provides guidance, instruction, and training on travel and entertainment policies, understands if there are any funding sources or departmental restrictions on paying for travel and entertainment, provides guidance for the state airfare program request, corporate credit card program request, demonstrates good stewardship of University resources; spending decisions will not be extravagant or lavish, ensures that all travel expenses have an authorized approver, provides guidance and training for the Connexus UC Travel program for booking airfare, hotel, and car rental, provides policies for business travel accident insurance, responds promptly if further guidance, instruction, and training are requested.

Qualifications

Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions.