Job Requisition Number: 25231. University Health Services (UHS) is a national collegiate leader in providing fully accredited, primary medical care, sports medicine, occupational health, psychiatry, counseling and psychological services, and innovative health promotion programs for 45,000 students, faculty, and staff. This position supports the procurement of medical and office supplies, medical and non-medical equipment, Bear Buy management, inventory, mail, the emergency supplies shed, and compliance with applicable business policy and procedures guidelines
Procurement Responsible for a wide range of business services for University Health Services. Manages and independently respond to procurement, receiving, and business forms requests. Supports UHS administrative and clinical staff. Duties include procurement from order inception to delivery of products, vendor and contract setup, and payment management. •Manages business service requests over the phone and in-person including procurement requests, cost analyses, status of pending requests, delivery issues, and return requests. Provides support to UHS unit managers and supervisors, and staff with procurement of medical and office commodities, receiving, refunds and discrepancies.
•Prioritizes, coordinates and ensures the timely, effective and accurate completion of the following activities: procurement of medical supplies, completion of requisitions in Bear Buy, administrative filing and record-keeping, office/personnel related activity, adherence to compliance requirements.
•Specific responsibility to oversee select accounts and backup responsibility for others.
•Emphasizes a customer service orientation for reception of campus partners, staff, clients and vendors. Reception may involve responding to requests or situations that are highly timely and crucial to the operations of administrative and clinical services. Responsible for answering non-routine questions and inquiries, managing unusual or sensitive problems, and providing oral and/or written communication as follow-up to such problems. Represents UHS Business Services to the campus community and able to demonstrate organizational understanding of UHS and the University.
•Works with other campus offices, campus shared services, Bear Buy Help Desk, Conexus, campus procurement buyer, the campus disbursement office, and vendors, as needed, to ensure completion of all unit purchasing, reconciliation, billing and payment payments, returns, receiving, stores, and mail.
•Exercises judgment in best use of procurement methods in balancing between operational need and procurement compliance. Complies with applicable campus procurement regulations regarding use of purchase orders, payment requests, and credit card purchases.
•Researches, develops, and recommends, documents, and implements processes and procedures for new products.
•Reviews and assigns internal charges to appropriate unit in support of budget monitoring. Assesses current procedures, and updates/streamlines appropriately.
•Ensures returns and cancellations of orders are properly credited
Lead for Inventory, Deliveries and Central Stockroom •Delivers procured items throughout the building, and arrangement of delivery to satellite offices as needed. (see PEM) •Maintains appropriate stocking levels in central storeroom •Maintains capital asset inventory (BETS) for items valued at $5,000 or more. •Replenishes inventory throughout Tang Center storage closets/rooms to maintain appropriate stocking levels. Includes replenishment of CO2, LiNi, He, O2 tanks. •Sorts daily mail to individual boxes in central mail room
Preventative Maintenance •Tracks and schedules all preventative maintenance needs for equipment in the Tang Center and satellite offices •Creates, maintains and provides master calendar to managers of preventative maintenance plans for the year. •Researches and identifies suppliers of preventative maintenance services; obtains competitive rates and quality services •Ensures vendors comply with PM documentation requirements to support clinical care, OSHA requirements and UHS’ accreditation standards for clinical equipment •Maintains records in an orderly fashion compliant with requirements of UHS’ accrediting agency •Maintains the UHS vehicle in compliance with the schedule from campus Fleet Services
Logistical support •Coordination of office moves within the building, including arranging with campus movers and other campus partners to complete relocations and moves into storage •Coordination of changes, upgrades, additions, removals etc. to telephone lines and telephone numbers with UHS’ telephone systems. •Other duties as assigned.•High School diploma or GED •Strong customer service orientation and professional demeanor in person, on telephone and with email. •Skills with online purchasing systems, Microsoft Word, Excel and Windows Explorer. •Strong computer skills necessary to conduct Internet research, utilize web-based processes and to adapt to changing technology in research of product information •Strong oral and written communication skills, including editing and grammar. •Advanced, detail-oriented organizational skills necessary to monitor, track and ensure completion of business tasks of internal and external business service requests •Ability to handle sensitive and confidential matters. •Adequate financial skills necessary to track expenses, read ledgers and reconcile accounts. •Demonstrated ability to work independently prioritizes work, manage time and complete assignments in a timely manner. •Effective interpersonal and communication abilities to interact with diverse constituents, and a strong desire to work with diverse populations and as a contributing member of a team including the campus community, UHS staff and suppliers. •Ability to complete work in an environment with frequent interruptions. •Ability to exercise good judgment, tact and discretion. •Ability to apply knowledge of business and finance policies and procedures to carry out a wide range of administrative functions.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.