Purchasing Assistant

Position Number: 40071611

Payroll Title: BLANK AST 3 (004722)

Job Code: 004722

Job Open Date: 1/29/26

Application Review Begins: 2/13/26

Department Code (Name): CHNE (CHEMICAL ENGINEERING)

Percentage of Time: 100

Union Code (Name): CX-Clerical/Admin

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $29.35 to $32.18/hour. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $29.35 to $42.06/hour.

Work Location: Engineering II - 3357

Working Days and Hours: M-F 8am to 5pm

Benefits Eligibility: (e.g., Full Benefits, Mid-Level Benefits, Core Benefits) Full

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

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

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Works closely with research and department personnel to support heavy department and research purchasing needs. Incumbent is responsible for executing all purchasing transactions for the department and contract/grant funding via Gateway. Acts as FlexCard holder for the department. Responsible for the recharge process for the department. Works closely with department lab manager to ensure the Gas Inventory is up to date. Responsible for maintaining and processing the equipment inventory regarding all procurement activity for the department. Processes miscellaneous reimbursements via Concur.

Required Qualifications:

• High school diploma or equivalent experience
• Excellent interpersonal and organization skills.
• Able to prioritize workload.
• Able to exercise independent judgment.
• Excellent written and verbal communication skills.
• Ability to work independently under pressure of deadlines, while handling multiple interruptions.
• Perform detailed and accurate work while meeting critical deadlines.

Preferred Qualifications:

• Bachelor's Degree in any field

• Possess creative problem solving skills, diplomacy, and an attitude supportive of students, staff and faculty.

• Customer service orientation.

• Knowledge of administrative procedures and processes.

• Proficient in Word, Excel, and Google Docs.

Special Conditions of Employment:

• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 50% Purchasing Administration - Responsible for executing all purchasing transactions for departmental and extramural accounts. Uses a computerized system, tracks purchase orders on a daily basis. Maintains and organizes files of purchase orders, reviews purchase orders for appropriate processing actions and ensuring expenditure auditability and appropriateness. This includes posting all purchase orders and processing invoices. Identifies inconsistencies in data and is responsible for resolving related fiscal problems which requires interaction with vendors, faculty, students and other UCSB administrative departments. Oversees the procurement of technical, scientific and general purpose equipment, supplies and restricted items and services. Evaluates equipment and fabrication criteria, initiates the fabrication process with equipment management and tracks fabrication completion in financial database. Advises PI's of sole source and bidding policies, ensures that supporting forms are included on equipment purchases for audit compliance. Recommends purchasing sources and provides vendor cost and shipping information. Obtains exchange rates of foreign purchases for Chemical Engineering faculty and researchers. Maintains close communication with vendors and UCSB buyers to track and expedite all orders. Handles all inquiries, researches, and resolves problems pertaining to purchases, invoices, shipments, etc. Responsible for checking packing slips against orders to ensure items have been received and accepted prior to submitting invoices for payment. Verifies invoices are correct and have been properly coded by Accounting. Regular review of liens of procurement in financial database ensuring liens are up to date and invoices are processed in a timely manner.
• 30% Recharge Administration - Oversees recharge review for appropriateness to departmental and extramural funds, verifying user is authorized to charge to the fund, charges are allowable on the project being charged. Verify ambiguous charges with the faculty member. Send correction to the user facility within the time allowed to make changes in the funding or for unallowable charges. Responsible for preparing the recharges and associated backup for saving into departments electronic record keeping system, ensure audit compliance in maintaining these records. Responsible for posting all recharges into financial database system, in a timely manner to ensure account balances are accurate for these activities.
• 10% Purchasing Related Inventory - Responsible for maintaining up to date records for Gas Inventory of cylinder rentals for department laboratories. Regularly coordinate with lab personnel and lab manager to obtain up to date list of cylinders in the lab. Maintain a detailed spreadsheet of cylinders, serial number, empty tanks to be returned. On an annual basis, has the responsibility for renewing annual vendor blankets for gases, as well as other department vendor blankets, issuing the blanket orders based on previous costs, and in time for the annual renewal of the VB's to align with FY. On an annual basis, is responsible for the completion of the physical inventory. Continually maintains and updates its equipment records. Upon receipt of inventory equipment, provide Equipment Management with the necessary equipment information. Responsible for ensuring that inventorial equipment is tracked. Works with Equipment management in the event of any property transfer. Maintain the electronic record keeping of the department equipment inventory using the campus based systems and forms. Work with central services for any disposal of surplus inventory property.
• 10% Processing of Fiscal Activities - As the department FlexCard holder, makes purchases online, where required by vendor. Prepares and submits backup receipts for the charges to the department FlexCard. Responsible for processing departmental reimbursements, and memberships. Other duties as assigned by the department Extramural Funds Manager and the department Management Services Officer, as deemed necessary.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Employment Opportunity:

The University of California is an Equal Opportunity Employer. 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 status under state or federal law.

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